HOA Board Meeting Schedule | Minutes

2025
The Villages at Sleepy Hollow Homeowner's Association, Inc.

Board Of Directors HOA Meeting Schedule

March 3, 2025 ● Annual Meeting

Registration 6:30 – 7:00 p.m.

Meeting 7:00 p.m. – 8:30 p.m.

May 5, 2025

July 7, 2025

October 6, 2025 l Budget Meeting

Approval of 2026 Budget

All meetings commence at 7:00 p.m. and are held at:

Cross Pointe Church of the Nazarene

27765 Nanticoke Road

Salisbury, MD 21801

All members of the community are encouraged to attend.

~~Posted 11-December, 2024

Board of Director's HOA Meeting Minutes

2024

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 7, 2024

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by Wendy Bailey, seconded by William Jackson, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 7:02 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of creating minutes and the recording would be deleted once the minutes are distributed.

Directors in Attendance:

Wendy Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member At-Large), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member At-Large) and Sue Revelle (Member At-Large).

• Quorum present? Yes

Welcome Homeowners in Attendance:

Wanda Harmon, Paul Hooker, Linda Hooker, Pat Santoni, Tony Santoni, Julie Cane, Tim Harig and Rejane Jackson [8 Members present]. Karon read the guidelines for the Homeowner’s Forum which follows New Business on the Agenda.

Architecture Review Board Report:

• Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 8, 2024), Cathy reported on the six (6) ARB requests submitted, reviewed, and approved.

	Description
1.	· Install a retractable awning on back of house
2.	· Replace front storm door
3.	· Replace existing deck with a patio
4.	· Install solar panels
5.	· Install raised flower bed

6.	· Install additional solar panels

• Other Issues: Cathy reported that there was one (1) non-compliance issue where advanced approval was not requested for a basketball hoop. A letter was sent to the respective homeowner which was acknowledged, and the hoop was removed.

Secretary’s Report:

• Board of Director’s Meeting Minutes: The July 8, 2024 minutes were distributed to homeowners via email on July 23rd and posted on the website. Cathy made a motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion carried unanimously.

• Record of Executive Session: Since our last meeting, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Date of Action

Date of Conclusion

Topic

Description

07/26/24

07/31/24

· Tree Removal -- Common Areas

Purpose of Session:

To review the bid to (1) remove deadwood and Virginia Creeper Vine in tree behind 28091 Van Tassel and (2) remove two dead limbs in tree behind 28120 Van Tassel.

The Board acted by written consent to unanimously approve the two bids subitted by D'Armi Tree Service.

Sue motioned and Cathy seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

07/31/24

08/22/24

· Storm Water Management System -- Van Tassel & Bell Creek

Purpose of Session:

To review the proposal to clean out vegetation in pond at outfall structure and east side of Pond located behind Van Tassel Way and Cross Creek (Pond #2).

NOTE TO FILE: The original bid by TK Construction was withdrawn by the firm because of scheduling issues. TK Construction referred the Board to TRI-State Land Management.

The Board acted by written consent to unanimously approve the amended bid submitted by TRI-State Land Management. approve the original bid only (Option #1).

William motioned and Wendy seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

Treasurer’s Report:

• Delinquency Report: We still have the home in foreclosure in the Age Restricted area. One Non-Age Restricted property that was turned over to Bay Area worked out a payment plan to have their fees paid – almost done.

• Monthly Financial Report: Wendy provided the board copies of the Balance Sheet, Profit and Loss Statement, Bank Reconciliation Summary and Financial Northeastern Corporation (FNC) Brokerage Statement as of September 30, 2024.

o A review of the 2024 Budget against the P&L shows we are approximately $1,000 overbudget for electricity because of this year’s drought. A brief review of the Cash Flow Analysis followed.

o Our Reserves are $230,000; based on the Reserve Study a $2,881 annual contribution to Reserves is scheduled to be transferred toward the end of the year.

o Total Investment Interest Income is $13,161.14. As predicted, the Feds lowered rates and all indications are interest rates will continue to drop. Does the HOA have an Investment Policy? No. The Board agreed that we should have a policy that would define at minimum (a) our investment limitations, such as, FDIC (Federal Deposit Insurance Corporation) insured, and/or Guaranteed by the US Government; and (b) our investment strategy, such as using a laddered investment approach that is in place today.

 Action Item: Wendy to prepare a proposed Investment Policy for the Boards review and approval.

• 2024 Income Tax on Earned Interest Income: Wendy reported to the board that Mr. Phil Wheatley was preparing our 2023 income taxes and confirmed that we would need to pay taxes on our 2024 Interest Income (Miscellaneous Income).

• Proposed 2025 Budget: A review of the 2025 Proposed Budget highlighted the following items: (a) Office Expenses were increased to accommodate the needed QuickBooks software update/annual subscription; (b) Line item “Tree Removal / Replacement / Trimming” would be modified to read “Tree Trimming”; (c) Could a line item be added for seasonal planting for the front entrance? This is covered by Delmarva Lawn Care under General Maintenance as seasonal planting per their contract. A motion by William and seconded by Sue was made to approve the 2025 Proposed Budget. The motion passed unanimously.

• Proposal for Printing Annual Assessment Invoices: Because of issues encountered with the current version of QuickBooks, a motion was made to have our Accountant, Catalpa Grove Accounting, LLC, create and print the 2025 HOA Assessment invoices at a cost of $275. The motion was made by Cathy, seconded by Sue, and unanimously approved.

Committee Reports:

• Welcome Committee: Chairperson, Sue Revelle, reported that there were four (4) new residents in the process of being welcomed to the community.

• Front Entrance Beautification Project: Beautification Committee Members William and Joyce reported that the contractor, Walker’s Creative Lawn, inspected the grounds and 2 purple salvia, 3 cryptomeria and 2 gold mop cypress were replaced on September 27th per the contract. Surmised that they may not have received sufficient water at the time of planting. The Tiger Lilly plant should resprout in the spring, if not it can be replaced next season. The 3 transplanted shrubs that went into shock and did not survive can be replaced with the same type of shrub or another available shrub at no additional cost for labor only the cost of plants will be charged.

o The current black-eyed Susans in the front median need to be pruned 4-6 inches above the ground. Wendy will do the cutting; Karon or Sue to assist.

o Discussions regarding the seasonal plantings at the front entrance resulted in the following:

o Wendy to contact DLC about removing the vincas and planting pansies. This action would be in lieu of planting flowers in the brick planter around the sign as required by their contract.

o A motion by William and seconded by Wendy was made to secure recommendations and a proposal from Izzy Walker of Walker’s Creative Lawn for mums or another material to replace the void from the transplanted bushes that did not survive.

• Action Item: Joyce to contact Mr. Walker and secure a bid for review by the Board.

Unfinished Business:

• Stormwater Management System (Pond #2) – Van Tassel and Bell Creek: Karon reported that the proposal submitted by TK Construction was approved by Executive Session (see reference above under Secretary’s Report) and the signed agreement was mailed on August 22nd. Several follow-up calls were made to secure a fully executed copy of the proposal and date the work would commence. An email was received on September 24th from Fred Klaverweiden, Vice President of TK Construction withdrawing their proposal based on their schedule load and not being about to accommodate our request for several months. They recommended that we contact Mr. F. P. Bernard with TRI-State Land Management as a solution to getting our work done.

o Action Item: On October 3rd, Karon met with Mr. Bernard to inspect Van Tassel & Bell Creek (Pond #2) and Pemberton Drive (Pond #4). Awaiting receipt of proposal for scope of work.

• Clocktower Maintenance: William willingly offered to paint the Clocktower door.

o Action Item: Sue will purchase the paint and other items needed for this project.

New Business:

Overseeding Proposal – Common Ground Exit: Karon presented a proposal to the Board to “slit seed and put starter fertilizer on the common area grounds located as you exit Sleepy Hollow Drive onto Pemberton Drive. The area starts across from the entrance beds (old farmhouse side) where the sidewalk begins and runs down to the end of the sidewalk by Pemberton Drive (exit side only).” Overseeding the entrance was approved last year but was postponed because there were too many leaves on the ground. The proposal was submitted to (1) to make the ground more aesthetically pleasing in appearance and (2) reduce sand runoff onto the sidewalk and street. After discussion and review of the affected common ground area, the Board agreed not to proceed with the slit seeding this fall.

Succession Planning: Wendy Bailey spoke to the board about the importance of ensuring the continuation of the board beyond each board member’s tenure. It was recommended that we have a Succession Plan to ensure the Homeowner’s Association is adequately prepared for transitions and other unforeseeable changes, e.g., unexpected loss of key individuals. As an initial step, it was suggested that a list of the HOA positions/roles and committees be prepared. Additionally, it was recognized that keeping volunteers motivated to serve the community is important; we should all encourage homeowners to get involved.

Other Updates not on the Agenda: (1) An issue was reported to the City of Salisbury via their website regarding the multiple potholes at the median ingress/egress on Sleepy Hollow Drive. Hopefully, they will be filled in before winter sets in. (2) The Sleepy Hollow Website has been down multiple times during the month. Karon has been working with the hosting company, Charity Advantage, to ascertain what issues are causing the outages so corrective measures can be taken.

Open Discussion: Homeowner’s Concerns/Comments:

A homeowner expressed concerns about keeping volunteers motivated when we announced at the beginning of the meeting that they are not allowed to speak until the end of the meeting. Karon acknowledged that the open forum is typically at the end of the board meeting agenda, if time allows, and is the platform for members of the community to express their concerns. While the board may not be able to solve all the issues presented, open discussion is there to foster unrestricted communication.

A homeowner asked is the lampposts could be painted. Karon reported that an Issue Report was filed with The City of Salisbury in the spring to have the lampposts painted as many of the surfaces were chipped and peeling. Unfortunately, The City has not taken any action to fulfill the request.

• Action Item: Karon will follow-up in the spring with The City of Salisbury and once again submit the improvement request.

• There being no further questions or concerns, the meeting was adjourned at 8:36 p.m.

• The next Board of Director’s meeting is scheduled for March 3, 2025.

Minutes submitted by Secretary, Karon Dennis – “DRAFT” watermark denotes Unapproved Meeting Minutes

_________________________________________________________________________________

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 8, 2024

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by William Jackson, seconded by Wendy Bailey, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 7:01 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of creating minutes and the recording would be deleted once the minutes are distributed.

Directors in Attendance:

Wendy Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member At-Large), Cathy Jennings (Non-Age Restricted), and Joyce Lewis (Member At-Large). Absent was Sue Revelle (Member At-Large).

· Quorum present? Yes

Welcome Homeowners in Attendance:

Pat Santoni, Evan Lane, Judi Jones, Wanda Harmon, Belinda Smith. [5 Members present]. Karon read the guidelines for the Homeowner’s Forum which follows New Business on the Agenda.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 6, 2024), Cathy reported on the four (4) ARB requests submitted, reviewed, and approved.

	Description
1.	· Enclose base of front and side porches
2.	· Enlarge garden bed
3.	· Install white vinyl handrail on back steps
--	· Replacement of garage door (same door) o No approval required
4.	· Install white vinyl decorative fence

· Other Issues: Cathy reported that there was one (1) non-compliance issue where advanced approval was not requested for a cement patio extension from a sunroom. A verbal notification and a letter were sent to the respective homeowner.

Secretary’s Report:

· Board of Director’s Meeting Minutes: The May 6, 2024 minutes were distributed to homeowners via email on May 23^rd and posted on the website. Cathy made a motion, seconded by William, to approve the Draft of the minutes, as written. Motion carried unanimously.

· Record of Executive Session: Since our last Board meeting the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Date of Action

Date of Conclusion

Topic

Description

05/13/24

05/15/24

· Beautification Project for Front Entrance

Purpose of Session:

To review the final bid to redesign the landscaping at the front entrance median at Sleepy Hollow submitted by Walkers Creative Lawn LLC. At the May 6^th meeting, the board agreed to move forward with the project. The contractor submitted an additional bid (Option #2) for design work on beds #4 and #5.

The Board acted by written consent to approve the original bid only (Option #1).

Recorded votes cast: 4 votes for Option #1 only and 2 votes for combined Option #1 and #2.

Wendy motioned and Cathy seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

Treasurer’s Report:

· Monthly Financial Report: Wendy provided the board copies of the Balance Sheet, and brokerage statement as of June 30, 2024. She reported that a notice was received from Linkbank that a $5 monthly fee would be charged if we did not pull our bank statement electronically. Wendy called to inform the bank that we did not have on-line access because the Bank of Delmarva would not permit it since we require two signatures on our account. Linkbank could not waive the fee but did update our account to allow for on-line retrieval of our bank statements. All other processes remain unchanged, e.g., no on-line bill payment.

· Delinquency Report: We still have the home in foreclosure in the Age Restricted area. One Non-Age Restricted property that was turned over to Bay Area worked out a payment plan to have their fees paid prior to the mid-August court date. If the fee is not paid, Bay Area will secure a summary judgement. The HOA will get reimbursed for all the legal fees.

· 2025 Budget: Wendy provided the board with a copy of the 2024 budget and had asked in advance if anyone had anything they wished to be considered for 2025 to share at the meeting. She will begin working on next year’s budget since it must be sent to homeowners 30 days prior to its approval. In reviewing the 2024 budget, Wendy highlighted the Total General Expenses of $74,009 minus Anticipated Interest Earned of $8,174. She reported that our investment income as of end of June 2024 is $7,616.51. As certificates matured, we were able to rollover at the same high rate we have been getting – currently averaging around 5.18%. When preparing the 2025 budget the investment income will once again be used to reduce our general expenses which in turn lowers the annual HOA fee. Expenses that were identified included a QuickBooks upgrade; increased printing costs (Staples printing of HOA books previously done by Wendy); postage stamp increase; painting of Clocktower door. William announced he would be happy to paint the door in the fall.

· HOA Telephone Reassignment: Wendy has been responsible for the HOA phone for a couple of years and will be relinquishing that task. Not a physical phone, but a phone service – call a number, enter a numeric password, and retrieve any messages. Joyce willingly accepted the responsibility moving forward. Wendy will work with Joyce on the transition.

Committee Reports:

· Welcome Committee: In the absence of Chairperson, Sue Revelle, committee member Cathy Jennings reported that there were two (2) new residents welcomed since the last meeting with a heads-up that more are forthcoming.

· Front Entrance Beautification Project: Beautification Committee Members William and Joyce reported that the consensus is that the project turned out very well. There are some bushes that were transplanted that have died. Joyce reached out to the contractor who would come out to inspect the median and provide her with his opinion. Wendy indicated that the contract carried a one-year warranty on the plants but did not expect that the plantings that were saved and reused would be under that warranty. Because of the current conditions, we would not want to have work done until the fall. Some discussion followed about using mums for that time of year. Wendy reported we have received telephone calls and messages from homeowners about how lovely the entrance is. It was also noted that a homeowner present at the meeting expressed her pleasure and the beauty of the new front entrance prior to the start of the meeting.

o Action Item: William stated he and Joyce would look at the median again in the fall to identify the plants that did not survive and make recommendations on areas that may appear void of foliage.

Unfinished Business:

· Stormwater Management System (Pond #2) – Van Tassel and Bell Creek: Karon reported that the proposal from Morris Landworks was incomplete and would not be presented to the board for consideration. She has reached out to TK Construction who was the contractor hired to work on the stormwater management system (Pond #1) on Tarry Town Rd and Bell Creek Dr back in 2017. They are on The City of Salisbury’s list of approved contractors. After much discussion, it was recommended that we have the contractor look at all the stormwater management systems.

o Action Item: Karon will add to the scope of work for Pond #2 to have the contractor inspect all the ponds.

New Business:

Clocktower Maintenance: As a matter of record and for the 2025 Budget analysis, it was reported that the last repairs to the clocktower door was year-end 2017. As a result of water intrusion, repairs included fiberglass composite door/frame were sealed, hinges and locksets were replaced, and the door/door frame was painted at a cost of $350.

Sleepy Hollow Website Outage: Karon provided an update on the website outage that occurred on Saturday, July 6^th until 3pm Sunday, July 7^th. Contact was made with Charity Advantage, host for the website, who reported that their “team made some work to our server.” In the past there was a notice sent as a courtesy to their users in advance of the maintenance so that we could notify our community they would not have access during the maintenance period. Charity’s response follows: “We apologize, but we were not able to provide any notice in advance this time due to unforeseen circumstances. We understand the importance of notifying users ahead of maintenance and will make every effort to ensure this courtesy is provided in the future.” Karon reported that sometimes there is a delay when opening the website. The browser may show a spinning wheel/circle for approximately 20 seconds before loading the page. We recognize this can be frustrating while the website is processing the request or retrieving data.

Open Discussion: Homeowner’s Concerns/Comments:

A homeowner informed the board that the weeping willow tree in the common area behind his home appears to be dead (left side of Van Tassel – Pond #3). Karon will ask our lawn contractor to inspect the tree to determine its condition.

A homeowner wanted to share his concerns about the stormwater management system algae and growth (Pond #1 – Tarry Town and Bell Creek). Members of the board remarked about the algae being prevalent when there was lack of rain and highlighted that a joint effort would be made to have all the systems/ponds examined when the on-site inspection is scheduled for Pond #2.

Several homeowners had questions about outstanding irrigation issues they had reported. A status was provided on a couple based on a control log that was being kept. Conversations led to the age of the irrigation system and the service required to maintain its components. It requires an investment in time and money to maintain a beautiful property. During the recent drought there were many reported issues to check individual properties because their grass was brown. We depend on the irrigation technician to provide recommendations to keep the grounds maintained depending on climate conditions. It was noted that the system was not designed for a golf course community.

Another homeowner complimented the board on the new entrance and how much she enjoys the flags. The flags are put out by the Welcome Committee. My neighbor was on the Welcome Committee and stepped down. Do you have someone to take her place? If not, I would like to volunteer to replace her. Cathy will share this information with the Chairperson, Sue, who will reach out to the homeowner.

o My neighbor was looking for suggestions on how to dispose of moving boxes. Suggestions followed. (1) Put out with recycle bin. Boxes must be broken down; (2) Log on to NextDoor and put a post out that you have boxes available; (3) The U-Haul store (past Vernon Powell Shoes going towards Route13) will accept flattened boxes. When people are moving and cannot afford the boxes, they give them the used boxes.

o The Willow Tree behind my house is beautiful, but it is huge. The branches are heavy and strike the mowers when cutting grass. It needs to be trimmed. The trees in the common area are trimmed annually, usually in the fall.

o There is a tree on the front of my property that is mulched. Is that your (HOA) tree? Is the tree next to your house? No, it is next to the street. It may be a “street tree.” The HOA would mulch and raise its canopy only. Karon to review the community plat and get a response to the homeowner.

o Does the ground crew bag grass every week? Not all the time; sometimes it is collected and some weeks it is not.

· There being no further questions or concerns, the meeting was adjourned at 8:07 p.m.

· The next Board of Director’s meeting is scheduled for October 7, 2024.

“APPROVED” watermark denotes Meeting Minutes approved 7-October, 2024

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 6, 2024

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by William Jackson, seconded by Wendy Bailey, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 7:01 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of creating minutes and the recording would be deleted once the minutes are distributed.

Directors in Attendance:

Wendy Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member At-Large), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member At-Large) and Sue Revelle (Member At-Large).

· Quorum present? Yes

Welcome Homeowners in Attendance:

William Brophy, Cheryl Brophy, Judi Jones, Mark Tyler, Tim Harig, Julie Cain, Rejane Jackson and Keith Bounds. [8 Members present]. Karon read the guidelines for the Homeowner’s Forum which follows New Business on the Agenda.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (October 9, 2023), Cathy reported on the four (4) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	03-04-24	03-06-24	5967 Tappan Ln	· Bury downspout flexible extenders
2.	03-22-24	03-24-24	5956 Tappan Ln	· Install five (5) planter boxes
3.	04-11-24	04-15-24	28057 Cross Creek Dr	· Install front porch railing
4.	04-25-24	05-03-24	28140 Cross Creek Dr	· Removal & temporary storage of solar panels · Installation of new roof shingles

· Other Issues: Cathy reported that there were three (3) non-compliance issues where advanced approval was not requested. Issues included (1) installation of a line of evergreen trees, (2) unfinished planting(s) dig / outdoor property maintenance, and (3) a sign placed on common area grounds. Letters were sent to the respective homeowner(s). Cathy to follow up on outstanding matters.

Secretary’s Report:

· Board of Director’s Meeting Minutes: The March 4, 2024 minutes were distributed to homeowners via electronic mail on April 16^th and posted on the website. Sue made a motion, seconded by Wendy, to approve the Draft of the minutes, as written. Motion carried unanimously.

Treasurer’s Report:

· Delinquency Report: Wendy reported that as of April 30^th there are three (3) properties delinquent in paying their 2024 HOA fee; two (2) in the Non-Age Restricted area and one (1) in the Age Restricted area (home in foreclosure).

· Monthly Financial Report: Wendy provided the board with copies of the Balance Sheet, Profit & Loss statement, and brokerage statement as of April 30, 2024.

· Brokerage Statement: Wendy brought to the board’s attention that the account statement from Financial Northwestern Securities (FNC) reflects Accrued Interest as of April 30^th at $1,251.58. With concurrence from the HOA’s audit firm, she is working to change our accounting procedures to an Accrual Basis so that accrued interest income can be reflected on our monthly financial reports and recognized as income. During the discussion Wendy also noted that dividend income (money market) and interest income (bond) earned in April totaled $802.01.

Committee Reports:

· Welcome Committee: Sue reported we have had two (2) new residents since the first of the year (not including the recent settlement on Cross Creek). Recently she and committee member Felicia Cosby went to the Wicomico County Convention & Tourism Bureau Welcome Center on North Salisbury Boulevard to source new materials for the HOA welcome bag. She also stated that Ms. Barbara Powell would be exiting the group and extended gratitude on behalf of the committee for her volunteerism in welcoming residents into the community. Sue also acknowledged those committee members present, Cathy Jennings and Judi Jones, and thanked them for their continued support.

· Front Entrance Beautification Project: Beautification Committee Members William and Joyce handed out a proposal and photos identifying the five different beds located in the front median. The estimate includes the removal of all 36 “woody” bushes (inkberry) and describes the work to be done in each individual bed. Existing thriving material will remain (boxwood; Japanese holly; nandina, liriopes, azaleas). New planting materials include gold mop cypress, nandina obsession, variegated hostas, cryptomeria, purple salvia, black-eyed susan, blue fescue, tiger lilies and annuals of color. Additional changes to the front and the back left bed driving out of the community to include the placement of Riverstone in a decorative fashion. It was the recommendation of the committee to perform the upgrade as opposed to making improvements in stages. Also, completing this project would benefit all the homeowners; maintaining the entrance is money well spent and helps to increase the property values of the homes in the community. Wendy provided a cash analysis report after which it was agreed that the improvements could be paid for through the operating fund. After much discussion, William recommended and Sue seconded that we move forward with the proposal for Walkers Creative Lawn to redo the front beds with the condition that we would (a) get a corrected version of the bid less the costs for annuals under the sign and the pre-emergent treatment, (b) acquire the terms of payment and project start date; (c) costs to be covered under operating fund. Upon receipt of the revised bid, we will open an Executive Session in compliance with Maryland law to officially record the decision to approve and move forward with the project. Wendy acknowledged and thanked William and Joyce for their work and meeting with the contractor to secure the improved design.

· Tree Trimming – Storm Water Management (Pond #4) Update: Wendy reported that an email was sent out that the trees would be trimmed surrounding the pond adjacent to Pemberton Drive followed by another message that the trimming was delayed because of nesting birds. Wendy contacted the Department of Natural Resources (DNR) to find out when the nesting season end, The DNR contact provided the stages of nesting for birds in this area and stated that we would be good at the end of June, noting too that after they fledge, the birds do not go back and tear their nest apart. However, we must bear in mind the Migratory Bird Treaty Act of 1918 (last updated in 2020) prohibiting the killing, capturing, selling, trading, and transporting birds that are covered. Wendy contacted Keith D’Armi (D’Armi Tree Service) who said the native willows are hardy, well-established trees/bushes and could be cut in late June.

Unfinished Business:

New Business:

Proposal – Fallen Tree Limb: The board reviewed the proposal by Delmarva Lawn Care to remove and dispose of the fallen Leyland Cypress tree limb behind 5911 Tappan Lane near the DP&L substation at a cost of $200. A motion to approve the limb removal was made by Cathy, seconded by Joyce. There being no further questions the motion was approved unanimously.

Swale Grounds between 28092 and 28104 Van Tassel Way: William inspected and provided a report on the swale after the storms in early April. Karon contacted Shorescapes who had worked on our community swales in the past, however, the owner has retired, and his business is closed. Another contractor referral was Paul’s Landworks & Construction, who has been in business since 2017. Their services include excavation, retention ponds, forestry mulching, and general land management. Mr. Paul Morris examined the property on April 19^th and provided his opinion; the issue arose due to the amount of rain we had in a short period of time (11 inches); the grounds did dry up quickly. His recommendation was that we continue to monitor the grounds and if there is a problem to address it at that time.

Proposal – Storm Water Management System (Pond #2) behind Van Tassel and Bell Creek: Karon presented the board with the proposal from Paul’s Landworks & Construction for work on Pond #2. A decision on this work was tabled to allow for getting clearer details on the proposed scope of work. Once received, an Executive Session will be opened prior to the next board meeting (July) to review and decide on whether to accept the updated proposal.

Open Discussion: Homeowner’s Concerns/Comments:

A homeowner extended a “thanks” for getting the swath of grass cut left unfinished because of the sign that was placed in the common area just off Sleepy Hollow Circle. Request was also made that we remind Delmarva Lawn Care to cut to the corner of the property, which often is not done. Cathy acknowledged that the sign would be removed so that weekly maintenance would no longer be hindered.

A homeowner asked if there was anything that the HOA could do about a barking dog? They have spoken to the owner about this issue who acknowledged they would take care of it, but unfortunately the occurrence continues (one day it is 5 hours, the next day it is 4 hours). Cathy reported that anything that goes on within the property line whether it is leashing, barking, etc., the HOA stance taken is that it is a City ordinance. Would we have to complain about that? Yes, by contacting the City Police Department and Animal Control. Would the HOA write a letter to the dog owner? No; we would refer you directly to the City to file and initiate the necessary action to resolve the complaint.

· There being no further questions or concerns, the meeting was adjourned at 8:19 p.m.

· The next scheduled Board of Director’s meeting is scheduled for July 8, 2024.

“APPROVED” watermark denotes Meeting Minutes approved 08-July, 2024

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 4, 2024

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Audio Recording Disclaimer: Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

2024 Board of Directors:

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. Wendy made a motion and the board unanimously approved to appoint Karon to facilitate the board meeting.

· Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have six (6) of the seven (7) board seats filled.

o Incumbent Wendy Bailey ran unopposed. Her term expires 2027.

The Board Members unanimously agreed to 2024 – 2025 appointments as outlined below.

2024	Officers
President	[open]
Vice President	[open]
Treasurer	Wendy Bailey
Secretary	Karon Dennis

Call to Order:

The meeting was called to order by Karon Dennis, at 8:00 p.m.

Directors in Attendance:

Wendy Bailey (Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), and Cathy Jennings (Non-Age Restricted). Absent: William Jackson (Member At-Large) and Joyce Lewis (Member At-Large).

· Quorum present? Yes

Welcome Homeowners in Attendance:

There were no members present for this meeting.

Secretary’s Report:

· Board of Director’s Meeting Minutes: The October 9, 2023 minutes were distributed to homeowners via electronic mail on October 24^th and posted on the website. Wendy made a motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion carried unanimously.

· Record of Executive Session: Since our last Board meeting in October 2023, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Date of Action

Date of Conclusion

Topic

Description

01/25/24

01/26/24

· Fallen Leland Cypress in Common Area

Purpose of Session:

To review bid proposal from D’Armi Tree Service in the amount of $950 to remove a fallen Leland Cypress in the common area behind 6052 Tarry Town Rd and 6053 Cross Creek Dr.

The Board acted by unanimous written consent to approve the bid.

Wendy motioned and Cathy seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

02/22/24

· Change Venue for 2024 Board of Director’s Meetings

Purpose of Session:

To discuss requirement to change venue for 2024 Board meetings due to flooding event at the Maryland Department of Agriculture. Returning to Cross Pointe Church of the Nazarene required authorization to pay the Great Room rental fee for four (4) meetings.

The Board acted by unanimous written consent to cancel the meeting room reservations with the Maryland Department of Agriculture and return to Cross Pointe Church at a cost of $300, the fee of which was included in the 2024 Budget.

Wendy motioned and Cathy seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

Treasurer’s Report:

· Financial Report: Wendy emailed the Financial Northeastern statement and just received the Bank of Delmarva. The Balance Sheet has been distributed via email to the board.

· Delinquency Report: A certified mailing has been sent to the 14 delinquent accounts indicating they have ten days to bring their account current (outstanding HOA fee, late charge, and $10 rebilling fee) or it will be sent to the collection agency.

Open Discussion: Homeowner’s Concerns/Comments:

N/A

· There being no further questions, the meeting was adjourned at 8:08 p.m.

· The next scheduled Board of Director’s meeting is May 6, 2024.

tes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 06-May, 2024

2023

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 9, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by Wendy Bailey, seconded by Sue Revelle, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 7:00 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Directors in Attendance:

· Quorum present? Yes

Welcome Homeowners in Attendance:

Judith Jones, Barbara Powell, Rejane Jackson, Julie Cain, Jarvis Cain, Keith Bounds, Mark Tyler, and Felicia Cosby. [8 Members present]

President’s Report:

· No updates to report.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 10^th), Cathy reported on the five (5) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	08/03/23	08/05/23	6125 Tarry Town Rd	· Install fencing around backyard
2.	08/14/23	08/26/23	6028 Fire Fly Dr	· Replace fencing around backyard
3.	08/15/23	08/16/23	6043 Fire Fly Dr	· Landscaping
4.	08/16/23	08/20/23	28060 Cross Creek Dr	· Install a 3-season room
5.	09/15/23	09/18/23	28156 Raynor Dr	· Stain backyard deck

· Other Issues: (1) A paragraph will be added to future ARB letters that maintenance of a tree(s) planted in the front yard (specifically in the Age Restricted Area) would be the homeowner’s responsibility. The HOA would not provide trimming or mulching as a part of lawn care. (2) The ARB Board addressed concerns expressed by a homeowner regarding signs and lot maintenance throughout the community. Each homeowner was contacted regarding their respective violation and asked that they follow the proper guidelines.

Secretary’s Report:

· Board of Director’s Meeting Minutes: The July 10, 2023 minutes were distributed to homeowners via electronic mail on August 9^th and posted on the website. Wendy made a motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion carried unanimously.

· Record of Executive Session: Since our last Board meeting in July, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Date of Action

Date of Conclusion

Topic

Description

09/11/2023

09/14/2023

· Pemberton Pond (#4) Project

Bids submitted from:

Adams Tree Care, Inc. – $8,000

D’Armi Tree Service – $7,500

Purpose of Session:

To review two (2) bids to prune back and re-top the willow trees around the pond border and raise the canopies of other trees in the common area surrounding the pond.

After reviewing the proposals submitted, 5 of the 6 Board members acted by written consent to approve the bid from D’Armi Tree Service. Mr. Keith D’ Armi was notified so the project could be put in their work queue for scheduling purposes. NOTE: Trimming around the pond may be delayed due to the water level not subsiding.

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

Treasurer’s Report:

· Delinquency Report: Wendy reported that we continue to have the one (1) home that is in foreclosure. The property remains in the homeowner’s name, however, there was someone taking pictures recently. No other activity to report.

· Monthly Financial Report: As of September 30^th, the Balance Sheet shows combined assets in our checking and savings accounts at $317,663.74 (●Bank of Delmarva [checking] $17,504.46; ●Reserve Fund CDs, Money Market and Earned Interest at Financial Northeastern Corp $300,159.28). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $317,576.24. Operating funds are at Goldman Sachs ($24,000) earning 5.92% and Midwest One Bank ($20,000) earning 5.45%. The average rate on Reserve Funds ($230,000) is 5.35%, not counting the variable rate Money Market. The average rate on the Certificates is 5.49%. Not reflected on the Balance Sheet was the account at Tidemark. Wendy reported that effective September 30^th, Tidemark would no longer have an office in Salisbury (leasing issues). We kept our money in a money market at Tidemark that drew interest (1.7%), and funds were withdrawn monthly to pay bills. To maintain our monthly payment processing procedures, the funds at Tidemark were transferred to the brokerage company and a Money Market (Cash) account was established drawing almost 5% interest.

· The Profit and Loss statement shows our Investment Interest Income as of September 30^th at $8,120.02 (●Financial Northeastern Corp $6,159.28; ●Tidemark FCU $1,960.74) which is interest on a combination of Money Market and laddered Certificates of Deposit.

· Reserve Fund Analysis – Final Study Results: Wendy reviewed the “Component Funding Model Projection” from the final Reserve Fund Analysis which shows our Beginning Balance at $230,000. The Annual Contribution of $2,881 plus the Annual Interest (estimated at 3%) of $2,903 equals the Reserve Fund Contribution at $5,784 for 2024. The Reserve Fund Study prepared by The Whayland Group LLC was successfully completed. Mr. Wheatley was available to talk to about assumptions that were made and was flexible to adjusting line items when the proper argument was presented. For instance, there was $175,000 for the replacement of the irrigation system. At any given time, we would never dig up everyone’s yard and replace the entire irrigation system in the community. And we already have separate components in the reserve for replacement of individual items. This allowed for the removal of that substantial amount. The law requires that we have the Reserve Study done every five (5) years. We will have a review done in three (3) years to determine what suppositions were correct or not and adjust them accordingly. One-third of the cost for the 3-year review is reflected in the 2024 Budget under MISC Expenses.

· 2024 Preliminary Budget – Review and Final Approval: Wendy pointed out during the budget review that the General Expenses were less for 2024 because of the Reserve Fund Contribution ($5,784) and the conservative estimate of Earned Interest Income ($8,174), which resulted in a drop in the HOA assessment. Besides the fact what the Reserve Fund did, we were able to subtract a little over $8,000 from the needed expenses because we are gaining it in investment income. Noted too was (a) the budget does reflect the 5% increase in the lawn maintenance contract; (b) General Maintenance includes irrigation costs. In the past normal irrigation costs and pop-up heads were paid from the reserve; this is not a capital expenditure and cannot be done anymore. Capital expenditures need to be $5,000 to be paid out of the reserve fund; (c) Tree Trimming represents one-third of the cost of trimming; the first two years we will budget one-third (2024 and 2025) and the expense in 2026 is the final third at which time the trees get trimmed. Assessment comparison from 2023 versus 2024.

Dues Assessment

2023

2024

Age Restricted (90 homes)

$1,076

$   965

Non-Age Restricted (103 homes)

$   387

$  341.11

A motion was made by Sue, seconded by William, to adopt the Preliminary 2024 Annual Budget. There being no further questions, the motion was carried out unanimously. Maryland law requires that the homeowners must receive the adopted budget within 30 days of its adoption. (Refer to Exhibit 1— 2024 Budget attached). The budget is also a part of the Annual Packet sent to homeowners no later than January 31, 2024.

· Auditor’s Report: Wendy reported that our HOA audit firm reached out via email requesting 12/31 bank statements. Not sure why they are running behind in filing taxes but will deliver their report to the board upon receipt.

Karon broke from the Agenda to acknowledge Wendy’s contribution in collaborating with the consultant at The Whayland Group LLC in securing the Reserve Fund Analysis to meet the new Maryland law requirements. On behalf of the board, appreciation was extended for her hard work and dedication for a job well done.

Committee Reports:

· Welcome Committee: Sue reported we have had nine (9) new residents since the first of the year. Homeowner, Felicia Cosby, expressed interest in taking part in the Welcome Committee.

o Action Item: Sue to provide contact information to Ms. Cosby.

· Sidewalk Committee: Cathy reported all common area work has been completed with Precision Concrete Cutting. The damaged sidewalks around City valves/water meters that are cracked, and deteriorating are not located on common areas. Outstanding are (1) the ramp sidewalks around the Clocktower where the concrete expansion joints require a silicone pavement sealant and (2) the catch basin repair near the entrance of Sleepy Hollow.

o Action Item: Wendy to contact a professional to determine what is involved in sealing a sidewalk joint and potentially secure a bid to do the work.

Unfinished Business:

· Proposal – Front Entrance Beautification Project Update: Wendy and Joyce have met with our HOA Lawn Contractor on several occasions to discuss options. The current inkberry bushes that we want removed are 17 years old and still healthy, but they are “twiggy/leggy” and unattractive. It is unknown how much it is going to cost to remove. The Board was asked if they would consider having two (2) bushes pulled up to determine the estimate of the cost for the entire job. After much discussion regarding the front entrance lacking color, planting and maintenance of perennials flowers and securing help from a professional ground’s designer, the project was tabled until the spring. Committee members, Wendy, Joyce, and William will continue to investigate design options.

o Action Item: Karon to contact Nithsdale HOA President and inquire who they use for their front entrance.

New Business:

Overseeding Common Area Grounds: The board reviewed the proposal by Delmarva Lawn Care to overseed and put starter fertilizer on the common areas located across from the entrance beds (old farmhouse side) and down to the end of at Pemberton Drive (exit side only) for a cost of $500. A motion to approve the overseeding project was made by William, seconded by Wendy, and approved unanimously.

Open Discussion: Homeowner’s Concerns/Comments:

Did you decide to continue the contract with Carl? Our current lawn care contract was approved (November 2022) for a three (3) year period (January 1, 2023 through December 31, 2026).

When they cut the grass in the common area around the Clocktower Circle, the crew consistently cuts in the same direction. This causes ruts, probably because of the frequent rains. Can they change direction? Wendy will reach out to Carl and address this issue with him.

The trees next to the house – is the lawn contractor going to cut them back? It is the responsibility of Delmarva Lawn Care to trim the branches that are touching your house, or your neighbors. Recommend that you file an Issue Report via the Website, which will put your property in the queue when he schedules the work.

· There being no further questions, the meeting was adjourned at 8:11 p.m.

· The next scheduled Board of Director’s meeting is tentatively scheduled for March 4, 2024 following the Annual Meeting.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 04-March, 2024

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 10, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by Wendy Bailey, seconded by Cathy Jennings, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 6:31 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Directors in Attendance:

Wendy Bailey (Treasurer), Karon Dennis (Secretary), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member At-Large) and Sue Revelle (Member At-Large). Absent from the meeting was William Jackson (Member At-Large).

· Quorum present? Yes

Welcome Homeowners in Attendance:

Jarvis Cain, Julie Cain, Tim Harig, Keith Bounds, Vonnie Williams, Curtis Williams, Evan Lane, Roy Sowers, Mark Tyler, Barbara Powell, Judith Jones, Felicia Cosby. [12 Members present]

President’s Report:

· Update on Tree Pruning Project: Homeowners were notified via an email blast on June 8, 2023 regarding this year’s initiative to trim the “street trees” in the common areas and the Age Restricted areas of the community. This also included some trees in the Non-Restricted area on Cross Creek and Bell Creek Drive that were planted by the developer and shown on the approved plat. The project commenced on June 8^th and the final work was expected to be completed today, or at the latest, July 11^th. The pruning was conducted by D’Armi Tree Service.

· Lawn Care Maintenance: (1) The June application of crabgrass herbicide and fertilizer in the common areas and Age Restricted areas was completed on July 8^th. The treatment was pushed out some because what was applied earlier was good for 90 days. The website has been updated to show the completion date. (2) Delmarva Lawn Care will be spraying the clover by the end of the week. This treatment is not a part of the lawn contract, but Carl wanted to do the application to address the clover and make the property attractive. (3) The irrigation was reset on June 9^th to run for three days – Sunday, Tuesday, and Friday evenings. On June 28^th, the runtime was increased by 50%, for a total of 30 minutes per zone. An update was posted to the website and on NextDoor.com for both actions.

· Unleashed Dogs: The board received a concern about dogs in the neighborhood “off property they live on, without leashes or owners.” Dogs are animals driven by instinct, so an unleashed dog roaming in the neighborhood is cause for concern. REMINDER: One of The City of Salisbury Ordinances that Animal Control Enforces: Pet owners are required to not allow their dogs to run at large, which means off the premises of the owner, and not under control by leash or cord.

o Action Item: Karon to contact the homeowner and inform her this issue was brought before the board and would be included in the meeting minutes as a matter of record. à Completed 12-July, 2023

Vice President’s Report:

· Update on Website: Cathy reported that the website tab <Village At Sleepy Hollow-ARB> has been updated to reflect current requirements that is, (a) all requests and plans for architectural review can be submitted to the Architectural Review Board via email at sleepyhollowmd@outlook.com or postal mail, and (b) only one copy of the request/planned improvements need be submitted. The ARB Committee no longer requires three sets of the homeowner’s plans. The ARB Chairperson will respond to requests via the homeowner’s email address. If no email is available, the letter of approval/denial will be sent via postal mail.

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 8^th), Cathy reported on the eight (8) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	05/09/23	N/A	5917 Tappan Ln	· Removing dead bushes & replacing others in same spot
2.	05/15/23	05/15/23	28162 Brouwer Way	· Replace screen porch windows with storm windows & a door
3.	05/15/23	05/15/23	6125 Tarry Town Rd	· Install railings at front & rear steps
4.	05/31/23	05/31/23	28108 Cross Creek Dr	· Install raised garden beds, plant tree & paint deck
5.	06/26/23	06//27/23	6070 Tarry Town Rd	· Install fencing around back yard
6.	06/29/23	06/29/23	6199 Tarry Town Rd	· Replace deck & install screened porch
7.	06/20/23	07/03/23	5987 Fire Fly Dr	· Install flower beds & plant a tree in front yard
8.	07 /05/23	07/09/23	6045 Tarry Town Rd	· Install a gazebo

Secretary’s Report:

· Board of Director’s Meeting Minutes: The May 8, 2023 minutes were distributed to homeowners via electronic mail on June 1^st and posted on the website. Cathy made a motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion carried unanimously.

· Record of Executive Session: Since our last Board meeting in March, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Date of Action

Date of Conclusion

Topic

Description

06/02/2023

06/05/2023

· Removal of Fallen Tree

· Community Tree Trimming Project

Purpose of Session:

To address Issue Report for the removal of a fallen tree and the Community Tree Trimming Project to include the review and approval of a proposal for $12,000 to perform the outlined work.

After review of the proposal submitted by Delmarva Lawn Care subcontractor and tree specialist, D’Armi Tree Service, the Board acted by unanimous written consent to approve:

(1) Removal of the fallen tree and debris from behind 6052 Tarry Town Rd and 6053 Bell Creek Drive.

(2) Move forward with the Tree Pruning Project of the “street trees” located in the Common, Age-Restricted, and Non-Age Restricted areas.

(3) For safety purposes, forward a global email to all homeowners informing them of the project start.

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

06/05/2023

· Reserve Fund Study Proposal

Purpose of Session:

To address the new statewide requirements outlined in Maryland House Bill 107 titled Cooperative Housing Corporation, Condominiums, and Homeowners Association – Reserve Studies, which was previously only applicable to Prince George’s and Montgomery Counties.

The Board acted by unanimous written consent to:

(1) Approve proposal from Whayland Consulting for $2,500 to perform a full Reserve Fund Study to meet the requirements set forth by the State of Maryland and its deadline of October 1, 2023.

(2) Forward initial deposit with letter to proceed with the study.

(3) Coordinate site visit(s) with Whayland Consulting.

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

Treasurer’s Report:

· Monthly Financial Report: As of June 30^th, the Balance Sheet shows combined assets in our checking and savings accounts at $348,624.22 (●Bank of Delmarva [checking] $12,343.90; ●Reserve Fund CDs at Financial Northeastern Corp $240,965.21; ●Money Market [operating account] at Tidemark FCU $49,779.43; ●Reserve Fund [checking] at Tidemark FCU $45,530.68 and a Tidemark FCU Prime Share $5.00). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $348,536.72. The Profit and Loss statement shows our Investment Interest Income at $3,554.20 which is a combination of Money Market and laddered Certificate of Deposit accounts drawing interest ranging from 5.1% to 5.4%. The accounts are either FDIC insured banks or Credit Union insured by the National Credit Union Share Insurance Fund (NCUSIF).

· Delinquency Report: Wendy reported that there continues to be one (1) delinquent account for 2023 assessment fees; that being the foreclosed property. Before the pandemic, there was a moratorium on foreclosures, so it is difficult to know how long this will take.

· Reserve Fund Analysis: In May Wendy reported that MD House Bill 107 did not affect our community. Other HOAs felt the same because the first ⅔ of the law only referred to HOA residential condominiums. However, we now know that it affects every homeowner’s and condo association in the entire State. It does not matter that we have been doing this all along. Prior to this law, Prince George and Montgomery Counties had to have the reserve study done by a qualified person (qualifications detailed in the law) every five (5) years. The State was getting a lot of complaints about HOAs and condos who had not done a good job in reserves and homeowners would be hit with a special assessment out of nowhere. Complaints were filed with the State and the State’s resolution was that everyone must comply. Whayland Consulting Group, Laurel Delaware has been contracted to perform a full Reserve Study by the October 1, 2023 deadline. A draft will be delivered at which time a discussion can be held regarding Capital Expenditures versus Operation Expenses as it relates to the law. For example, we will no longer be able to fund through the reserve (a) irrigation expenses such as heads and rotors, or (b) sidewalk repairs. They are classified as operational expenses, not capital expenditures.

· 2024 Budget – Pending Final Reserve Fund Study: Maryland law says that homeowners must receive the budget 30 days in advance of its adoption. Wendy reported that most of the 2024 Budget is done, but she is not sure what to do with the Reserve Fund because of the outstanding study. The Board will have to meet in Executive Session to review and approve the proposed budget. It will then be emailed to all homeowners to make ready for its final adoption at the October 9^th Board of Director’s meeting.

· Banking Procedures: We require two (2) signatures on a check. When it is determined how much money is required to pay the monthly bills, Wendy calls the bank and transfers money over to the checking account to cover the expenses. There is no accountability with that process. Wendy suggested that we do away with the 2^nd signature, which would enable on-line access to the bank and their bill pay service. Every month (except for Tidemark – quarterly) checking accounts would be reconciled by an alternating board member to sign off on. That brings into play the accountability. A change to this process would require new bank paperwork by the current three (3) signers (Wendy, Sue, and Cathy). Wendy made a motion that we change the account structure to only require one signature and have a board member review all financial statements monthly (or quarterly for Tidemark). Discussion followed by board members and suggestions were offered from homeowners’ present regarding 1 vs 2 signatures, on-line access, bill paying and auditing processes after which the motion was withdrawn. We will continue to maintain the account ‘as is’ with no changes. Wendy made a motion, seconded by Cathy, that moving forward she will present the board with a reconciled bank statement for all our accounts, based on the frequency they are generated, for auditing purposes. There being no further discussion the motion was passed unanimously.

Committee Reports:

· Welcome Committee: Sue reported we have only had three (3) new residents since the first of the year and took a moment to acknowledge and thank committee members present—Judith Jones, Barbara Powell, and Cathy Jennings. Sue posed a question to the board and members present: “In this last year (July 2022 through July 2023) how many times have you looked at the Clocktower bulletin board?” Response: Zero. Communications are sent electronically; notices are on the website; it is time-consuming to maintain. Sue made a motion not to decorate the bulletin board moving forward. Discussions followed and it was agreed not to do away with the bulletin board, but simply dress it differently, i.e., “Welcome sign and references” and “seasonal greetings.”

How do you keep people up to date who do not have email? We encourage neighbors to print minutes or inform their neighbors who do not have a computer and make them aware of events that are taking place. The HOA does not mail minutes to members and is only mandated to forward the annual packet via postal service to all homeowners. Currently, out of 193 members we have a total of 11 who (a) do not have access to a computer, (b) do not have an email address, and (c) have a computer and email address but do not want any communication from the HOA. It was also noted that if we have the email address, we send all but financial communications to Tenants on property.

· Sidewalk Committee: Cathy reported that the committee met with Precision Concrete Cutting for the purpose of getting an idea as to how sidewalks could be repaired and to what extent their services entailed. Focus was on the common area. Joyce and Cathy walked the entire property and made note of every crack, crevice, damage, etc. In the common area, seven (7) sections were identified that were a trip hazard and the company could smooth it out to eliminate that risk. The proposal for repairs of areas identified was $402.50 (work guaranteed for three [3] years). Cathy made a motion to approve the bid to repair. Wendy seconded the motion with the caveat that based on the discussion with the agent performing our Reserve Fund Study, the cost can not be drawn from the Reserve Fund because it is not a capital improvement; instead, it must be paid from our operating funds, according to the State of Maryland. After a brief discussion, the motion was approved to move forward. Wendy will sign the contract and forward it to Precision Concrete Cutting.

It was further noted that the committee looked at (a) the gutter pans, specifically the one at the entrance of Sleepy Hollow, where it has sunken, (b) the ramp sidewalks around the Clocktower where the sections, once filled with silicone, had expanded, and (c) damaged sidewalks around City valves/water meters. Precision Concrete does not have a process that would correct either of these issues. Remaining action items for further conversation by the Committee are (a) through (c) above and a communication to the homeowners regarding their responsibility for sidewalk repair. Wendy noted also that she has called out to the gentlemen who did the original concrete work for the development to see if he can help with the project.

Unfinished Business:

· Front Entrance Beautification Project Update: Carl [Delmarva Lawn Care] and Wendy to meet with Brent Malone [How Sweet It Is] to produce a plan for removing the old woody bushes and replacing them with shrubs, flowers and/or plantings. Anticipated to be a fall project.

New Business:

October and Future Meetings at Cross Pointe Church: To accommodate an increase in membership attendance at our Board of Director’s meetings, meetings have been moved to the larger room space. The church was happy to accommodate our request, however, did inform us that they will be hosting an EPOCH daily mentoring program for approximately 75 school age children from 4 to 7pm for the next two years. Sleepy Hollow HOA is welcome to continue to use the building with some changes. The church requests that the HOA arrive after 6:30pm. EPOCH children and staff leave by 7pm. There will be some overlap in time but hoping that both organizations can work together.

New BOD Meeting Hours [effective immediately]

§ 6:30p – 7:00p Room set-up and Homeowner Registration

§ 7:00p – 8:30p HOA Meeting (1.5 hours)

Tree Trimming – Pemberton Pond: Wendy to contact Adams Tree Care, Inc. for a bid to cut the native willow trees following the recommendations of the County Extension Service expert, Ginny Rosencrantz, i.e., they are to be left at a minimum height of 6 feet. Aiming to have this project done in the fall.

Open Discussion: Homeowner’s Concerns/Comments:

When they do the tree trimming, are they going to do the trees all around the house? No, it is only the “street” trees being done by D’Armi Tree Service. Our Lawn Contractor is responsible for trimming the front “house” trees in the Age Restricted Area. This is limited to cutting any limb that would be touching the house/roof.

When the lawn contractor does something, can they tell us when it has been done? The website has a listing of maintenance and the time the work is scheduled. The page is updated when the work has been completed – see tab titled <Maintenance of Common Area>. Karon requested that the homeowner let us know what work she does not want our lawn contractor to perform, and we would pass that on, in writing, to him.

Several months ago, there was a pothole fixed coming off Pemberton Road, but there was also one when you were leaving the community. You would think the City would have filled it in at the same time. Can remind them to fix that pothole the next time they are in the area. Issues of this nature can be reported via The City of Salisbury website. Karon to initiate the request for pothole filling on Sleepy Hollow Drive egress.

Just a comment – D’Armi Tree really did a good job – much better than what we have had done in the past. They took the low hanging branches up a lot higher. People who walk their dogs are not getting smacked in the face anymore! The guy keeps a sharp chainsaw because I have never seen such a clean cut. The cleanup afterwards was very good.

· There being no further questions, the meeting was adjourned at 7:55 p.m.

· The next scheduled Board of Director’s meeting is October 9, 2023.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 9 October, 2023

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 8, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by William Jackson, seconded by Cathy Jennings, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 6:31 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Directors in Attendance:

· Quorum present? Yes

Welcome Homeowners in Attendance:

Linda Hooker, Paul Hooker, Jarvis Cain, Julie Cain, Tim Harig, Barbara Powell, Judi Jones, Keith Bounds, Mary Davis, Roy Sowers, Mark Tyler, Rejane Jackson, Lorrie Dollar, Harold Brown, Joe Raimond, Debbie Raimond, Belinda Smith, Willie Simons, Karen Simons, Jametta Dobson, and Felicia Cosby. [21 Members present]

President’s Report:

· Update on Repairs to Well/Pump #2B: The irrigation and well/pump (#2 and #2B) on Van Tassel were struck by a lightning storm on April 6^th. Upon inspection, it was determined the pump timer and relay switches were fried in the panel boxes. Affected homeowners were notified via email. Repairs were completed by Auscare and Somerset Well Service. Once the homes were reconnected to the irrigation system, it was discovered that three homes were not getting water during the scheduled run time. Further investigations showed that the storm had also damaged solenoids and wiring. Those repairs were completed on May 8^th. Expected costs to run around $2,000.

· Clocktower Bench Repairs: Safety concerns were reported by a homeowner in February. A targeted spring initiative was the inspection of the two benches. After an examination, repairs included metal brackets and screws being replaced or added under each, as needed. It was reported that the benches are in good condition considering their age. Both are sturdy and provide a safe place to sit. With continued annual maintenance the expected lifespan would be extended for several more years. Cost to replace is estimated at $360 to $600 per bench.

o Action Item: Wendy to look at adding benches as a Capital Expenditure Reserve item ($1,200 replacement costs) and link it to the Clocktower as part of the upcoming Reserve Fund Analysis.

· City of Salisbury Improvement Requests: Working on several issues with the City. (1) Followed up on the catch basin repairs at the ingress of Sleepy Hollow Drive. The City reported their records showed the repairs were completed by the Utilities Department and noted that the Department of Infrastructure & Development should be contacted regarding the sidewalk surrounding that area. The curb repairs will be included in the Sidewalk Committee study. (2) Request was made on April 20^th for the lampposts in the community to be painted as many of the surfaces are chipped and peeling. No response to date; will continue to follow up with the City. Wendy brought to the board’s attention that the trees surrounding the lampposts at the entrance would need to be trimmed before any painting is done. William made a motion, seconded by Cathy, to reach out to Carl [Delmarva Lawn Care] to secure a bid to trim the necessary trees around the lighting in Sleepy Hollow. There being no further discussion, the motion was unanimously carried.

o Action Item: Wendy to contact Carl and get a proposal to submit to the board for this effort.

(3) An issue was filed with the City on May 3^rd to repair one large pothole and several small ones at the entrance of Sleepy Hollow before and after Lamppost #C6 [post number corrected; reported as C3 at meeting.] The City acknowledged the request on May 4^th; no further status to report at this time.

· Lawn and Irrigation: (1) The irrigation system inspection began in early spring and was completed on May 2^nd after storm repairs were addressed. The 2023 run schedule was posted on the Website. (2) The next lawn maintenance for the community common area and Age Restricted area is (a) broadleaf weed application, and (b) fertilizer and crabgrass pre-emergent set for March 10^th. A few comments followed from homeowners regarding crabgrass, but the topic was deferred to the end of the agenda when the floor is open for discussion of homeowner’s concerns/issues.

· Spring Yard Sale: Karon reported an interesting statistic from the advertising of last week’s community yard sale. The social network, NextDoor, showed we received 359 views in the first 48 hours of posting the announcement [May 2-May 4]. Nice hits for free advertising. How soon did the advertisement start? How soon did it come on email? There was not enough notice to prepare. A concrete answer was not available at the meeting.

Verification of 2023 Yard Sale Announcements follows

Oct 10, 2022	Board of Director Meeting Minutes “Typically held the first Saturday in May and October.”	Emailed to members Nov 11, 2022
Website	2023 Yard Sale Dates	Posted on Web Dec 8, 2022
Mar 6, 2023	Annual Meeting Minutes Provided table with both Spring and Fall yard sale dates	Emailed to members Apr 15, 2023
Apr 27, 2023	Reminder regarding May 6^th yard sale	Email blast to Homeowners

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (March 6^th), Cathy reported on the eight (8) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	02/19/23	03/05/23	6062 Tarry Town Rd	· Sunroom and deck addition
2.	03/08/23	03/15/23	28156 Raynor Dr	· Expand deck, install storm door & plant tree
3.	03/22/23	03/22/23	28110 Van Tassel Way	· Replace azalea bushes with roses @ mailbox
4.	04/10/23	04/11/23	5992 Fire Fly Dr	· Replace azalea bushes & install rear light fixture
5.	04/18/23	04/20/23	5908 Tappan Ln	· Paint front porch railings & replace rear sliding door
6.	04/22/23	04/22/23	5920 Tappan Ln	· Installation of alternative stone for retaining wall
7.	04/22/23	04/22/23	5922 Tappan Ln	· Install porch step rail
8.	05/01/23	05/03/23	28100 Cross Creek Dr	· Paint rear deck

· Cathy reported there have been additional actions taken outside of the submittals above. Some questions asked result in not submitting an ARB request because it would be denied based on the restrictions in place. She continued to encourage that anytime you make any changes whatsoever to the exterior of your property that you submit a request through sleepyhollowmd@outlook.com. Copies then go to Karon, Wendy, and Cathy. A new homeowner wants to replace a plant with the same plant. Does she need to submit an ARB request? No. Cathy reminded everyone when planting new materials that they take into consideration the sprinkler system and utilities before they dig. Did you receive an ARB request for the house on Brouwer? No. It was reported that extensive construction had begun. Siding and windows have been removed; the corner of the home is fully exposed.

o Action Item: Karon to forward Cathy the contact information so she can send a letter to the homeowner.

Secretary’s Report:

· Compliance with Title 11B of the Maryland Homeowner’s Act: An acknowledgement was received on March 15^th from new Board Member, Joyce Lewis, that she read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

· Board of Director’s Meeting Minutes: The March 6, 2023 minutes were distributed to homeowners via electronic mail on April 15^th and posted on the website. Cathy made a motion, seconded by Joyce, to approve the Draft of the minutes, as written. Motion carried unanimously.

	Date of Action	Date of Conclusion	Topic	Description
1.	03/10/2023	03/31/2023	· Forest Conservation Easement	Purpose of Session: To address outstanding action items covering (a) securing a contract from a tree specialist to provide professional confirmation and letter as to the state of subject trees; (b) Deliver decision to The City of Salisbury to obtain a permit to cut the tree(s). The Board acted by unanimous written consent to: (1) Move forward with securing tree specialist to inspect trees on two properties behind 6102 Fuller Lane & 6078 Bell Creek. Specialists identified: D’Armi Tree Svc & Adams Tree Care. (2) Upon inspection, secure letter of disclosure that trees are dead. (3) Secure, approve and sign contract to cut trees. (4) Deliver letter of disclosure & secure permit for Forest Conservation Program Exemption from The City of Salisbury. (5) Notify affected homeowners when work will be scheduled. A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.
2.	03/28/2023	03/30/2023	· Trimming Street Tree	Purpose of Session: To address Issue Report for the trimming of a street tree at 6017 Fire Fly Drive to include (a) securing a report from tree specialist to provide professional opinion on liability risk and (b) proposal to cut affected limb. The Board acted by unanimous written consent to: (1) Approve proposal from D’Armi Tree. (2) Remove limb & additional “middle prong” extending from the center trunk that is also leaning towards the house. (3) Notify the homeowner when work will be scheduled. A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.
3.	04/18/2023	04/29/2023	· Irrigation Installation	Purpose of Session: To address homeowner’s request to correct an irrigation installation issue done by the builder/developer in 2005 specifically to relocate the line prior to any damage to property at 5950 Fire Fly Drive. NOTE TO FILE: Only five of the six board members participated in the discussion &decision for this Executive Session. The Board acted by unanimous written consent to deny the request to relocate the irrigation line under the existing patio that was installed by the developer/contractor when the home was built. (a) The HOA is obligated to repair damage under the governing documents. (b) The board is of the opinion that we cannot set a precedent that construction defects or work done by the developer years ago is the responsibility of the HOA. A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

Treasurer’s Report:

· Delinquency Report: Wendy reported that there is only one (1) delinquent account for 2023 assessment fees; that being the foreclosed property. There are still some outstanding fees at the collection agency.

· Monthly Report: The first three (3) Certificates of Deposit (CD) on the Balance Sheet total $145,000. Of that $145,000, the sum of $136,194.88 came from the closing of the CD at First Shore Federal. At the time of its purchase, it was a good rate (1%), but we are now getting 5.2%, 5.4% and 5.35% that are laddered maturity dates. The remaining $8,805.12 is part of this year’s reserve funding. The other two CDs that are $30,000 each [One is a 3-month CD maturing in June and the other a 6-month CD maturing in September] is operating fund money that was getting 2% at Tidemark and is now getting 5.1% and 5.2%. Wendy presented for consideration investing a portion of the funds in the Tidemark Reserve Account ($98,565.75). Historically, we utilize approximately $10,000 annually from the account for irrigation maintenance. No anticipated expenditures outside of a potential Storm Water Management System inspection by the City is expected. It was noted that if we had a catastrophic event, we always have access to the funds by simply closing the CD, paying a small penalty to do so. After discussion, a motion was made by William and seconded by Joyce to take out $50,000 in the Tidewater Reserve Account and open a 3-month CD Reserve Account at an expected interest rate of 5.1%. There being no further questions or concerns, the motion to transfer the funds was unanimously approved.

· As of April 30^th, the combined assets in our checking and savings accounts at $372,883.48 (●Bank of Delmarva [checking] $2,133.30; ●Reserve Fund CDs at Financial Northeastern Corp $205,790.00; ●Money Market [operating account] at Tidemark FCU $66,389.43; ●Reserve Fund [checking] at Tidemark FCU $98,565.75 and a Tidemark FCU Prime Share $5.00). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $372,795.98.

· Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income of $134,761.86 and Total Expenses of $38,819.70, with a Net Income in our working fund at $95,942.16. The analysis showed Actual versus Budget per line item. The budget target for the 4th quarter is 34%. Items that have already reached the budget are expenses that are paid on a yearly basis.

· Looking forward to our next meeting, there will be a Reserve Fund Analysis. A new law has passed, Maryland House Bill 107, that requires all HOAs to do a reserve fund study at least every five (5) years. Our Covenants require us to do it yearly. In July, Wendy will prepare and present the Reserve Fund Analysis, along with the 2024 Preliminary Budget.

Committee Reports:

· Easement Committee: Utility Easement: William reported that No Trespassing signs were installed on the easement because of concerns raised on its use by individuals in the Cross Creek subdivision. Four (4) signs were set up: one on each side of Cross Creek; one further down on the left if heading into Cross Creek in front of the gate of the homeowner who had been accessing their property via the easement; and one placed further down where another Cross Creek property owner had used the Sleepy Hollow easement as a dumping ground for brush and leaves.

· After the letter was sent to the President of the Cross Creek HOA, the dumping ground area has been cleaned up.

· The sign placed by the gate was there for several days but was pulled out of the ground and put back in the ground approximately 1 ft (rather than the installed 3 ft). We received a request for access through that easement to enable that homeowner to install a swimming pool. The grounds are currently being excavated. The sign was found on the ground; William retrieved it for safekeeping. Karon confirmed that access was granted to the Contractor, Johnson’s All-Scapes, to access their client’s rear property on White Pond Drive via the easement so heavy equipment could be moved in to start the project and then moved out at its completion.

· Sue reported that someone had driven over our community meeting notice sign at the end of Cross Creek Drive. William expects that the easement is still being used by the homeowner to access their property.

o Action Item: Karon to contact Contractor to get the status of the pool installation to determine when their equipment will be removed from the work area.

o Action Item: William to submit a request to Carl [Delmarva Lawn Care] to reinstall the sign at the gate once the swimming pool project has been completed.

· On the other side of the road (north side of Cross Creek) where the No Trespassing sign was installed, someone has also put in two (2) blank stakes on that property. William expects that the property owner on that side of the road may have been responsible for those additions.

o Action Item: William to submit a request to Carl [Delmarva Lawn Care] to remove the extra stakes at the same time the sign is reset after the swimming pool project has been completed.

· As a matter of record, (a) a homeowner’s request to plant a holly tree behind their fence in the easement area was denied; (b) a request to have irrigation installed on the easement at the homeowner’s expense was also denied.

· Welcome Committee: Sue reported that the last welcome bag had been delivered. She plans to secure current/updated material in preparation for making more bags. Extended “thanks” for committee members present, Judi, Barb, and Cathy, for delivering the goodie bags and welcoming our new members to the neighborhood. Karon reported there are no properties in the community listed for sale at this time; two vacant/construction lots are not on the market.

Unfinished Business:

· Sidewalks: There are sidewalks in the community that are considered a border line hazard. The HOA is responsible for common areas and homeowners are responsible for sidewalks in front of their property. Should someone fall, there is a potential liability to the party who is responsible for maintaining the sidewalk. Precision Concrete Cutting is a Delaware company who is trip hazard removal service provider. The City requires a permit before work is started. If you repair in mass, only one “break permit” would be required. It was decided that a Sidewalk Committee be created. The volunteers are Wendy Bailey, Joyce Lewis, and Cathy Jennings. The committee will (a) utilize the list of locations with sidewalk damage to validate areas needing repair and possibly identify additional locations; (b) to make sure all issues and concerns relative to sidewalk maintenance are being addressed; (c) meet with the vendor to look at repairs for the common area; and (d) provide the board with their recommended action plan and suggested communications to the homeowners affected by the required maintenance and upkeep of the sidewalks.

Would like the board to site or confirm/verify why the homeowner would be responsible for the sidewalks. It is a City ordinance. If a homeowner wants to install a sidewalk, the homeowner is responsible for that. What happens when you are in a development where the builder puts in the sidewalks? At the time, both the streets and the sidewalks got final approval from the City of Salisbury and were turned over to the HOA. For the City to sign off for the streets and the sidewalks, they were inspected by the City of Salisbury and deemed to be fine. The sidewalks were put in as the properties were built. Trees have been planted that are causing problems; those trees belong to the HOA. When these issues first came up you thought the HOA was responsible because you spoke about the reserves that we have for sidewalks. That was HOA reserves for sidewalks in the common areas. Homeowners are responsible for sidewalks along their property. It is all driven by City ordinance. The City dictates when you must have snow removed from your sidewalk.

Quotes [in part] from City personnel communications regarding sidewalks:

1. Mike Thomason, Code Enforcement, Housing and Community Development Department (10-10-2022): “Sidewalks, Curbs and Gutter Pans are the responsibility of the homeowner that runs along their property lines. If you have sidewalks that you feel need attention or possibly replacement that is managed by The Department of Infrastructure & Development. You would need to contact their office and they will walk you through the process for review.”

2. William R. White, Transportation Manager, Department of Infrastructure & Development (10-13-2022): “HOA’s are responsible for general curb, gutter, and sidewalk repair as “common area” under the HOA covenants. How each HOA manages this varies, but generally they contract with a concrete vendor who then comes in, executes multiple repairs at once to minimize mobilization cost and the HOA then bills the individual’s property owners or absorbs the cost from their funds.”

Is liability connected to sidewalk repair? Based on the disclosures by the City, if someone were injured on the sidewalk in front of a home, the homeowner would be liable; if the injury occurred on common area sidewalks, the HOA would be liable. If the HOA repairs sidewalks other than the common area, would they be liable? Excellent question.

What is causing the need for sidewalk repair? The sidewalk slab is sinking. Tree roots also cause the slab to rise. Both could cause a trip hazard. Tree roots causing damage? Yes. Someone mentioned that the “street tree” belonged to the HOA. To clarify, a “street tree” does not denote ownership. The City required these trees to be planted on both the common area and the resident owner’s property as the development was being done. The HOA is responsible for trimming the street trees defined on the approved plat. If the street tree is on a homeowner’s property, the homeowner owns the tree. If the homeowner wants to remove the tree, the HOA cannot prevent them from taking that action.

EXTRACT: The City of Salisbury –Municipal Code 8.08.020 – Maintenance of curbs, gutters and sidewalks clear of growth.

Property owners of any lot or land located in the city shall maintain their respective curbs, gutters and sidewalks bordering their parcels of land in such condition as to be clear of all growth of grass, weeds, brush or plant growth within the curb, gutter, and sidewalk. (Ord. 1980 (part), 2006)

New Business:

Front Entrance: An initiative was identified for improvements to the entrance to Sleepy Hollow this fall. The bushes have reached their life span—they are 18 years old—cannot be trimmed anymore (too woody) and need to be removed. It was agreed to commence work on the Entrance Beautification Project by securing a proposed design plan to create, plant, and maintain the entrance’s various elements. Meetings will be set up with Carl [Delmarva Lawn Care] and a professional landscape designer. Project Lead: Wendy Bailey. Additional support provided by William and Karon.

Website Review: Need to go through a Website review, specifically in the tabbed section titled <Village of Sleepy Hollow—ARB> regarding mail versus electronic submittal of proposed plans.

o Action Item: Cathy to review the Village at Sleepy Hollow Architectural Control page and provide her recommendations to assist the homeowners and contractors with the current ARB review process. Karon to update the Website accordingly.

Open Discussion: Homeowner’s Concerns/Comments:

Can Carl give us a list of things he is going to do in our yard and when he is going to do it? I had pesticides put on and two days later he put more on. Karon referred the homeowner to the <Maintenance> tab on the Website that discloses the Lawn and Irrigation Maintenance Schedule outlining what/when work is being done. The board committed last year to update the Website with the date work is completed.

If the lawn company breaks something in my yard, am I responsible for replacing it? If any member of the lawn care crew damages something, report that issue via the Sleepy Hollow Website so that Carl is notified. In the past, damages by the HOA Lawn Contractor have been taken care of by the contractor.

Suggest that you look at how you handle the sidewalks. Before you go to a contractor, consider notifying the homeowners that you are looking into repairs that need to be made. Most people think that the City owns the sidewalk. It will come as a great surprise when they find out that is not the case. The Sidewalk Committee will take your suggestion seriously. It would be a courtesy to let the homeowner know about the damage in their area and that there is a liability. We cannot mandate their use of any contractor.

Follow-up on Lawn Care. Wendy reported that Carl had just completed his studies, received his certification on chemical applications and is knowledgeable about the use of pesticides on lawns. The homeowner reiterated that it was too late to apply pre-emergent for crabgrass. Another homeowner replied that “As a courtesy to their customers, Farmers and Planters gives a schedule – apply a pre-emergent in late March and a second one from May 1^st to May 15^th to address the broadleaf and dandelion.” True, but that is not crabgrass.

o Action Item: Karon to get with Carl and put something in the minutes to clarify what action taken.

· Our first application of crabgrass pre-emergent was done in March.

· The broadleaf & crabgrass post-emergent was done on May 10^th. The product used was Proscape 19-0-8 with Lockup and Dimension.

· The application in June will be another application of Dimension for crabgrass post-emergent.

· The July application will be Solitaire for nutsedge, crabgrass, and broadleaf weeds in the common areas.

Carl Cottingham completed the applicators certification requirements as mandated by the Maryland Department of Agriculture which establishes the guidelines and requirements for the application of pesticides. This certification and the licensing ensure that pesticides are applied properly by competent individuals. He successfully completed examinations for fertilizer, herbicide and turfgrass and is one of ten licensed in Wicomico County. To maintain his certification, the law requires that he attend an MDA-approved recertification training session that will provide him with new information on pest control, health and environment safety, pest management technology, and changes in pesticide laws and regulations to help him continue to use pesticides safely and effectively.

· There being no further questions, the meeting was adjourned at 7:59 p.m.

· The next scheduled Board of Director’s meeting is July 10, 2023

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 10-July 2023

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 6, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. Wendy made a motion and the board unanimously approved to appoint Karon to facilitate the board meeting.

The meeting was called to order by Karon Dennis, at 7:51 p.m.

Directors in Attendance:

Wendy Bailey (Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), and William Jackson (Member At-Large). Absent: Cathy Jennings (Non-Age Restricted) and Joyce Lewis (Member At-Large).

· Quorum present? Yes

Welcome Homeowners in Attendance:

There were no members present for this meeting.

President’s Report:

· 2023 Board of Directors – Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have six (6) of the seven (7) board seats filled.

o Incumbent Cathy Jennings and Karon Dennis and new nominee, Joyce Lewis, ran unopposed.

o Joyce’s position on the Board is confirmed as an At-Large Member, whose term expires in 2026.

The Board Members unanimously agreed to 2023 – 2024 appointments as outlined below.

2023	Officers
President	[open]
Vice President	[open]
Treasurer	Wendy Bailey
Secretary	Karon Dennis

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of February 28^th disclosed combined assets in our checking and savings accounts at $386,762.49 (●Bank of Delmarva [checking] $25,785.09; ●Reserve Fund CD at First Shore Federal $136,607.08; ●Money Market [operating account] at Tidemark FCU $126,389.43; ●Reserve Fund [checking] at Tidemark FCU $97,975.89 and a Tidemark FCU Prime Share $5.00). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $386,674.99.

· Wendy reported that the CD Reserve Fund account at First Shore Federal is earning 1% interest and is scheduled to be closed within the next couple of days. An account will be opened with a brokerage firm to purchase either FDIC insured CDs or Credit Union CDs, insured by the National Credit Union Share Insurance Fund (NCUSIF), which is backed by the full faith and credit of the United States government. The firm can secure rates all over the country, not just a local bank. The goal will be to ladder the HOA investments where we will be able to get 5.1% with terms of 6 months, 9 months, and 12 months. We are in an inverted year curve and have been for about eight (8) years where short-term rates are higher than long-term rates. We are moving forward with investing this money.

Secretary’s Report:

· Board of Director’s Meeting Minutes: The October 10, 2022 minutes were distributed to homeowners via electronic mail on November 9^th and posted on the website. Sue made a motion, seconded by Wendy, to approve the Draft of the minutes, as written. Motion carried unanimously.

· Record of Executive Session: Since our last Board meeting in October 2022, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Date of Action

Date of Conclusion

Topic

Description

11/29/2022

· Fire Suppression Maintenance

· Easements (DP&L and Forest Conservation)

· Delmarva Lawn Care Contract Extension

Purpose of Session:

To (1) review a general information document disclosing the basic components of a Fire Suppression System and maintenance by the HOA and resident homeowner; (2) discuss outstanding issues resulted from the October BOD meeting on both Easements, and (3) review and act on the lawn care maintenance contract extension.

The Board acted by verbal consent to:

(1) Fire Suppression System - Accept the document messaging and to send the communication to homeowners residing in the Quad and Triples Units on Tappan Lane and Van Tassel Drive (23 homes). [20 via electronic communication; 3 via postal service] Add communication to HOA Book for future homeowners who purchase a Quad or Triples unit.

(2) Utility Easement – Secure costs for No trespassing/no dumping/no vehicles signs; Secure proposal from DLC to clear bush to Pemberton Pub Station; Send letter to Cross Creek Homeowner’s Association, and letter to affected Sleepy Hollow homeowner.

(3) Forest Conservation Easement – Prepare letter to affected homeowners and inspect property lines.

(4) Delmarva Lawn Care – Approve 3-year contract for period

January 1, 2024 through December 31, 2026.

Wendy motioned and William seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

02/08/2023

· Easements (DP&L and Forest Conservation)

· Encroachment of Common Area to Storm Water Management System

Purpose of Session:

To (1) review status of outstanding action items for Easements and (2) address steps to be taken regarding interference on Cross Creek Drive to access Storm Water Management System·

The Board acted by verbal consent to:

(1) Move forward with securing final costs for four (4) signs and send final letter to Cross Creek HOA President; Declined scope of work proposal submitted by DLC to clear bushes.

(2) Contact surveyor to confirm common area encroachment. Forward letter to homeowner to remove plantings to open access to Storm Water Management System·

Wendy motioned and Sue seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

Reassignment of Bulletin Board: Karon asked for a volunteer to take over decorating the bulletin board at the Clocktower. Sue will consider.

Benches at the Clocktower: Still awaiting cost proposal to repair the benches. It was recommended that any future bids include a time limit of no more than two (2) weeks to submit.

Forest Conservation Area: William delivered pictures of properties on Fuller Lane and Bell Creek showing the suspected dead tree(s). Next step to engage a tree service specialist to inspect and declare if a tree is dead. This action is necessary to comply with The City of Salisbury’s requirement before they issue a permit to cut in the reforestation area. Tree inspection to include a cost proposal to cut.

Open Discussion: Homeowner’s Concerns/Comments:

N/A

· There being no further questions, the meeting was adjourned at 8:02 p.m.

· The next scheduled Board of Director’s meeting is May 8, 2023.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 08-May 2023

2022

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 10, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

The meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.

Directors in Attendance:

Karon Dennis (Secretary), William Jackson (Non-Age Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large) and Wendy Bailey (Treasurer).

· Quorum present? Yes

Karon Welcomed the Homeowners in Attendance:

· Willie Simons, Karen Simons, Susan Rainey, Cathy Turnbaugh, Rejane Jackson, Tim Harig, Jarvis Cain, Julie Cain, Mark Tyler, Karri Baskin, Linda Hooker, Paul Hooker, Melissa Bugdal, Nancy White, Barbara Powell, Judi Jones, Keith Bounds [17 Members present].

· Special Recognition Honor: On behalf of the Board of Directors, Mr. Jarvis Cain was awarded a Certificate of Appreciation for his Perfect Attendance record at The Villages at Sleepy Hollow Homeowner’s Association Annual and Board of Directors Meetings since November 2005. Mr. Cain was on the original Developer/Homeowner Transition Team supporting the process to become an independent association and a member of the first HOA board. He was acknowledged for bringing a great deal of wisdom to that first board. Mr. Cain was surprised and stated that “Those early times were a lot of fun; eventually we got things done and we made it!”

President’s Report:

· Lawn and Irrigation Guidelines – Process for Reporting Issues: Every April, guidelines are emailed to homeowners which outline the steps for reporting lawn and irrigation problems/concerns. It also states that when there are changes to lawn maintenance or the irrigation schedule, the change is posted on the website and NextDoor. In the past the secretary (Karon) was responsible for posting on the website and the president (Robert) posted on NextDoor as the Sleepy Hollow Lead (established that account on the social network). After the president resigned, Karon acknowledged that she failed to put the changes on NextDoor assuming she didn’t have the “rights” because she was not the Lead. Secondly, it was important to emphasize in the minutes that if homeowners follow the process to report an issue via the website, immediate action can be taken with the homeowner to resolve the problem or concern. Those without access to a computer, should call the HOA phone and the issue will be created on their behalf. When you access the website, any bulletin is posted under the section titled “SLEEPY HOLLOW LAWN CARE.” Examples would be (a) rain delays cutting, or (b) the irrigation zone run time has been increased to minimize the grass’s stress due to drought. If the bulletin(s) listed do not address your issue/concern, proceed down to the bottom of the page to the section title “Reporting Lawn or Irrigation System Problems/Concerns.” Once completed, an email is immediately sent to Carl Cottingham at Delmarva Lawn Care and Sleepy Hollow Outlook (Karon). In most cases Carl responds within a couple of hours or no later than days end. The homeowner and Sleepy Hollow receive his response via email, or phone for those without access to a computer. Following this process helps ensure the concern is addressed quickly and when the invoice is received, we have a tracking mechanism for the work completed. For instance, a line item appears on the bill for repairs to the irrigation system due to a tree’s root system in the back yard, but there is no issue to document this work. This is troubling and time consuming to resolve. To clarify,

1. Go to the website and check for Bulletin updates

2. If your concern/problem is not disclosed, scroll down, and create an Issue Report

3. Do not go directly to the lawn care contractor or his sub-contractor to report a problem—you must file an issue report for them to act. Exception to the rule: Directing the lawn care contractor or his sub-contractor to perform work for you personally that is outside of the HOA coverage.

o What happens when things are damaged? Any damage to a homeowner’s property resulting in work covered under the HOA lawn care contract as performed by the HOA contractor should be reported immediately via the website portal for resolution.

o HOA Disclaimer: As stated, the Lawn and Irrigation Guidelines are emailed to homeowners in April of each year. If a home is sold after that time and the secretary receives an authorization form from the new homeowner to communicate via email, the April guidelines communication is sent. This action is two-fold: (a) it validates their email address is recorded in the database correctly; and (b) provides the new homeowner with the procedures to report an issue/concern for lawn care and/or irrigation.

· City of Salisbury – Process for Reporting Issues: Recently, a homeowner reported a pothole on Tappan Lane. We explained that this issue is handled by the City and can be reported on their website at https://salisbury.md. Citizens can report any of the following directly to the City: Animal Problems; Housing & Community Problems; Land Use and Permit Problems; Park & Tree Problems; Road Problems; Non-Emergency Police; Snow & Ice Problems; Streetlight Problems; Trash Problems; and Water & Sewer Problems. As a courtesy, a document has been prepared showing the steps for reporting a problem through the city. Simply send an email request for a copy of the instructions to sleepyhollowmd@outlook.com.

· Overview of Miscellaneous Issues Addressed Since Last Meeting: (1) Flooding on Tappan | Fire Suppression System – A full report was forwarded to the board on the flood that occurred under a cluster home on Tappan Lane on July 17^th. The City of Salisbury Department of Public Works and fire department personnel were on-site. The Water Department called Sure Fire Protection company to inspect the Fire Suppression System located on Van Tassel. The technician reported that there was no failure to the system. Each cluster home (tri or quad unit) located on Tappan Lane and Van Tassel are connected to the fire suppression system in case of fire with an alarm on the exterior and water sprinkler on the interior. The damage to the property was not a result of the Fire Suppression System; a pipe burst under the home. (2) Emergency Irrigation Issue on corner of Tarry Town and Bell Creek – On September 7^th it was discovered we had a blown irrigation line (pipe) that created a geyser-like effect at the new construction build site. Water flow was going through a 2.5-inch pipe to a 2-inch pipe that ran under the street to the construction site to another 2.5-inch pipe. The line broke at the 2-inch point. It was noted that as we increase the number of homes being serviced on a line, we may encounter more repair as the system ages. (3) Dead Tree on Hessian Way – After review of our 2004 community plat plan, it was confirmed that the tree in question was a “street tree” and therefore needed to be replaced by the HOA. It was removed and replaced with a crape myrtle on October 6^th.

· Fall Community Yard Sale: Our Fall event was postponed due to weather and held instead on October 8^th. There appeared to be a lot of activity. Posting of the 2023 schedule on the website will appear soon; typically, it is held on the first Saturday in May and October.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 11^th), Cathy reported on the three (3) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	7/27/2022	08/03/2022	6033 Bell Creek Dr	· Installation of deck and fencing
2.	08/08/2022	8/10/2022	28156 Raynor Ln	· Shed installation
3.	09/18/2022	09/18/2022	6028 Fire Fly Dr	· Replacement of existing deck

· Homeowner followed ARB requirement to provide a color chip last year to paint their shutters, but questioned why a quad grouping has one bright teal when the other three have hunter green shutters? Cathy stated that some homeowners do things without the approval of ARB. So, what happens then? The homeowner is sent a letter of non-compliance that they did not follow the Architectural Review Board standards. We don’t penalize anyone; haven’t done that to date. Can we? We could, but is that the kind of neighborhood we want? Generally, if a duplex or quad unit wants to go from black to green shutters, we encourage that the requestor has a dialogue with the other homeowners in the quad and get consensus to paint all the shutters the same color and resubmit their request for approval to the ARB Committee. Do you have to paint your shutters the same color? We did, but can you paint it a different color? Cathy reported you can, but you need to submit a request along with the chip color and she would follow-up accordingly.

o Action Item: William suggested that the board review the ARB guidelines and talk about any other actions we may need to take as far as architectural concerns.

Secretary’s Report:

· July Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the July 11, 2022, recorded minutes distributed to homeowners via electronic mail on August 11^th and posted on the website. (1) Add missing homeowner’s name to the Roster – Jarvis Cain and Julie Cain under Karon Welcome the Homeowners in Attendance. (2) A correction in wording under President’s Report | Acknowledgement of R. Holland’s resignation should read “…By record of these minutes, we ~~formerly~~ formally accepted the...”

Motion was made by William, seconded by Sue to approve the July 11, 2022, minutes, as amended. Motion carried unanimously.

o Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies to be sent to each Board member and posted on the HOA Website.

· Record of Executive Session: Karon reported to the members present that since the last Board meeting held in July, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

	Date of Action	Date of Conclusion	Topic	Description
1.	08/10/2022	08/10/2022	Fire Suppression Inspection Report and Repair Plan l Mast Electrical Service	· Purpose of Session: To review the current condition of the Fire Suppression System and the requirements to winterize the system. · The Board acted by written consent to accept the repair action plan submitted by Mast Electrical Service for parts and materials to replace and install a new GFI receptacle, heat tape, wrap and strap insulation. Estimated cost of winterization - $317.42 o Action Item: Assign a board member to prepare a white paper defining the purpose of the fire suppression system and the maintenance recommendation for homeowners living in the cottage homes (tri-and quads) Cathy motioned to approve the Record of Executive Session minutes; seconded by Sue. The motion was carried unanimously.
2.	08/12/2022	08/12/2022	2023 Proposed Annual HOA Budget	· Purpose of Session: To officially vote to adopt the 2023 Proposed Annual Homeowner’s Association (HOA) Budget presented at the July 11, 2022, Board of Director’s meeting. Minutes showed the board moved to another topic that impacted the budget and was to return to vote on budget approval. The board failed to remember to return and take action to approve. · The Board acted by written consent to accept the budget as presented and to forward the proposed budget to the membership no later than September 10^th. Sue motioned to approve the Record of Executive Session minutes; seconded by Wendy. The motion was carried unanimously.
3.	08/30/2022	08/31/2022	Special Project for Overseeding Common Area Entrance	· Purpose of Session: To review the proposal to overseed common areas needed to be done before the end of September · The Board acted by written consent to approve the proposed plan submitted by Delmarva Lawn Care for $1,800 to overseed the common area entrance to compliment the health of the grounds. William motioned to approve the Record of Executive Session minutes; seconded by Cathy. The motion was carried unanimously.

Treasurer’s Report:

· Financial Reports | Balance Sheet: The Balance Sheet as of September 30^th showed Total Cash at $305,777.41 and a negative Accounts Receivable of -$94.50 representing prepayments of HOA fees, for Total Assets at $305,682.91. Retained Earnings are $247,587.77 and Net Income at $58,095.14. Wendy noted that the account was opened at Tidemarkàmoved money to get a higher rate of interest. September interest was $140.30. In comparison, interest for the same period would have been $24.84 at the Bank of Delmarva (1% versus .18%, respectively).

· Financial Reports | Budget Analysis: The year-to-date Budget Analysis ending September 30, 2022, delivered to the Board reflected Total Income ($139,150.22) and Total Expenses ($81,055.08), with a Net Income in our working fund at $58,095.14. The analysis showed Actual versus Budget per line item. The budget target for the 9^th month is 75%.

· Delinquency Report: One (1) delinquent homeowner remains in foreclosure. Property is still showing in deceased homeowner’s name; no action to date by FHA|HUD outside of assigning a case number.

· Money Market Account – Opened at Tidemark: See reference to account opening under Treasurer’s Report | Financial Reports – Balance Sheet.

· Reserve Fund CD – First Shore Federal: Wendy reported we need new signatures for the Certificate of Deposit account; there are two (2) signatures on the account, but neither one is a member on the current board. Interest is at 1% and we would like to inquire as to any penalty clause(s), but we can’t get access to that information until we secure new signers on the account. Changes to the account must be done in person and we need to include a copy of the minutes disclosing the approval of new signers for the account. Effective immediately, it was agreed that the new signers on the Certificate of Deposit held at First Shore Federal would be Wendy L. Bailey and Sue Revelle. As authorized signers they have permission to perform actions for the owner of the account.

· Ratification – 2023 Annual Budget: The 2023 Proposed Annual Budget was presented at the July 11^th Board of Directors meeting and approved via Executive Session on August 12^th. Motion was made by Sue, seconded by William to ratify the approved 2023 Annual Budget. If there is a surplus in the budget, is there a chance in the future that the fees will go up or stay the same? The budget is calculated as though we have a zero balance. Anything that is left becomes retained earnings and it is reserved. There being no further questions, the motion carried unanimously. (Refer to Exhibit 1 – 2023 Budget attached)

· CPA Annual Report – Year Ending 31-December 2021: Wendy delivered the completed copy of the compilation review completed by Philip Wheatley, CPA. It was noted that (a) for the size and scope of what we do, cash basis of accounting is fine; (b) we furnished and discussed the reserve fund analysis with the CPA, (c) if you pull the financial statements from the 2021 annual packet and compare with the financials in the compilation report, they would not be the same because theirs have adjusting entries; (d) due to downsizing next year’s review of the association’s books will be done by Kortney, a Public Accountancy within Mr. Wheatley’s organization. This action would still follow the HOA By-laws requirements.

Committee Reports:

· Welcome Committee: Sue thanked Barbara Powell, Judi Jones and Cathy Jennings for their support and work on the welcome committee. Two (2) new residents were greeted since our last meeting, for a total of 11 new homeowners for the year.

· Social Committee: It was guesstimated that we had about 50-60 people attend the ice cream social held on August 14^th. The event turned out very well, many attendees gathered and engaged in conversation with one another. Sue gave a shoutout to Robert Holland for chairing this successful event. Where was the ice cream coming from? The ice cream was provided by Vanderwende’s Farm Creamery, Bridgeville, DE. Do they sell locally? The ice cream was good! Locations: Bridgeville site is open daily, Greenwood DE is seasonal; Dewey Beach DE and Fenwick Island DE are open April thru October, and Philadelphia PA.

· Records Retention Committee: Wendy delivered to the board a Records Retention Guidelines document outlining the practices to use to maintain important information for a required period for administrative, financial, legal, and historical purposes. After discussion, a motion was made by Cathy and seconded by William to approve the guidelines, as amended. There being no further questions, the motion was unanimously approved.

· Easement Sub-Committee: William reported on the issues that were occurring here in the community, specifically the easement area in question coming off Cross Creek Drive on the boundary between the Sleepy Hollow subdivision and that of Willow Creek subdivision. On Sept 14^th he walked and looked at different things – area where city maintenance stops and starts with county maintenance on both sides with Delmarva Power along the high-tension lines; took measurements to determine where property lines are as to who owns what in that easement area. The committee (William and Sue) met for review; Sue conducted more research and summarized her meeting with the City of Salisbury Planning and Zoning Department.

Overview of Who Owns What on the Easements:

o Utility Easement: The measurement for Sleepy Hollow is 25 feet and measurement for Cross Creek is 75 feet from the middle of the electrical pole. We own the property and DP&L has been given an easement from the HOA. Sleepy Hollow is responsible for the maintenance of the 25 feet from the pole center for mowing and clearing the brush.

o Forest Conservation Easement: The trees in the Forest Conservation Easement issue were researched. According to an email to David Shipley, previous board member dated February 4, 2010, “The Forest Conservation Easement that encompassed parts of many residents lots has been removed from the property. It has been moved to a mitigation bank off-site.” Sue was informed that if true, the City would have to have a new plat done, submitted to the City, and recorded. The City representative was unable to locate a new plat but will continue searching. If the trees are under the forestation and not off-site, nothing can be touched in that easement until the City is notified and they inspect the tree and confirm it is dead.

As a side note, Sue questioned who was responsible for damage if a tree falls (in the yard, on their fence or house). According to the City representative, there is an old, but still in effect law (2014) that says whoever’s property the tree(s) falls in/on, that property owner is responsible to repair the damage. You can trim a bush or tree that is over hanging on your property if the trimming does not go past your property line.

Sub-committee Recommendations:

o The sub-committee recognized that there were many things to consider and still several layers that need to be uncovered. Their suggested recommendations were presented specific to marking property corners, lawn care maintenance requirements and signage. Can confirm that (a) the 75 ft from the center of the pole butts up against all the homeowners’ properties on the Cross Creek residents’ side and (b) some Cross Creek homeowners are using the Sleepy Hollow HOA property easement for their personal intent.

It was determined to give the members of the board an opportunity to peruse and digest the material presented and allow the committee time to secure written confirmation from the city on the Forest Conservation Easement plat before meeting to firm plans on how to move forward on this project.

Unfinished Business:

· Storm Water Management – Pond #2 (Van Tassel | Bell Creek): This project was approved in the July meeting, but work delays have moved its scheduled target completion date. As of October 5^th, the installation of the riprap to mitigate the erosion is set to start in the next two weeks. William stated that during his walk around the community he and Sue saw several ponds where erosion was evident around the edges of the ponds (scalloped edges). Wendy mentioned that wetland plants on the shoreline is a method used to stabilize the pond banks. Mr. Cain spoke to the past having a Ponds Committee responsible for checking and recommending shoreline strategies that might be considered to prevent erosion of the property. The expectation is that City personnel will be performing pond inspections in spring 2023.

· Tree Ownership/Responsibility – 6024 Tarry Town Road: Recently a list of 7-8 properties were identified by a city inspector as being in violation of the code for a nuisance tree. A homeowner cited questioned as to the tree being his or an HOA “street tree.” The board asked to meet with the homeowner so that we could inspect and make an accurate determination. If the tree is the property of the HOA, the board will notify the City to mark their records accordingly. This issue is still outstanding but is made a part of the minutes to ensure it is tracked and comes to a resolution.

o Action Item: Karon to contact homeowner to schedule a meeting to look at the tree and make determination.

· Sidewalk – Repair Responsibility – The City of Salisbury and Resident Owner: Homeowner Lorrie Dollar forwarded a list of seven (7) areas that needed sidewalk repairs. Sue believes there are also a couple of areas around the clocktower. We also received a message from a homeowner that her sidewalk was disintegrating and wanted to know what the HOA was going to do about it. We have contacted the City to find out the next steps. Their response follows: “Sidewalks, Curbs and Gutter Pans are the responsibility of the homeowner that runs along their property lines. If you have sidewalks that you feel need attention or possibly replacement, that is managed by The Department of Infrastructure & Development Department William White – Transportation Project Manager 410-548-3170). You would need to contact their office and they will walk you through the process for review.” It is a holiday, but we have reached out to the project manager to secure further information on how the repairs are scheduled and completed. Sidewalk maintenance in common areas would be the responsibility of the HOA, and sidewalks located on the frontage of a property would be the homeowner's responsibility

o Action Item: Once the process is outlined by the city, the board will need to create an action plan for the repairs. A communication will be created and forwarded to the impacted properties.

New Business:

· Lawn & Maintenance Contract – 2024 thru 2026: We received a proposal for a new contract from Delmarva Lawn Care, LLC. It is identical to the current contract with a 5% increase in 2024: no increase in 2025 and a 5% increase in 2026. The only difference in the contract is that it does include the same fuel surcharge, but it is capped at $200 like we are doing now. It was believed that equipment purchases, and certifications were among the reasons for submitting the 3-year contract in advance. The opinion expressed was that inflation sits at a little under 8.5% and it would be a WIN-WIN for the HOA to secure a contract with a 5% increase in 2024 and 2026, plus either party can get out of the contract with a 30 days’ written notice. I would hate to see us stuck with these people for 3 more years. That is up to what the Board decides to do. We [homeowners] don’t have any say who takes care of our lawns? Exactly.

The board agreed to tie this topic with the work on the easement – have them look at the work requirements and determine if it warrants these tasks be added to the new contract or as a separate work order. The board deferred further discussion on the 2024 – 2026 contract at this meeting. Our current landscaping and irrigation contract stands through December 2023.

Will the new contract have the same number of lawn treatments? If it is the same number, he didn’t complete them all this year and we need to hold his feet to the fire. We acknowledged that we have on record the homeowner’s concerns and agreed to implement a system starting in 2023 to track on the website as work is completed by the lawn contractor.

As a new homeowner I am aware that the landscaper takes care of the front of the house, but not the back of the house. When will I get mulch—it looks like it hasn’t been replaced in 3 or 4 years. I have a rose bush in the front of the house, do I pull my own rose bush? It was recommended that the homeowner go online and report those concerns. Also directed the homeowner to the listing and schedule of lawn care activities for common areas and the age restricted areas on the website under the tab <Maintenance of Common Area>.

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

When do you propose that you will get back to us on the trees in the Forest Conservation Plan? Sue plans on reaching out to the city if she hasn’t received anything by weeks end. The committee will extend a time limit and will ask where we stand if they haven’t located the plat at that point. William confirmed the committee would meet and make determinations once all the information is available. I called my insurance company today and explained the situation –I worry about the trees, not the ones living, but the ones dead. She told me “If a tree is on a location that is not yours and it falls on your house, your insurance will cover the damage (less deductible).” Once the city advises the status of the Forest Conservation, the committee can meet with a city representative and identify the trees that are dead and put together an action plan for next steps. Mrs. Hooker commended Sue and William on a job well done.

Homeowner again expressed discontent about an ARB approval for a neighbor’s fence that did not follow the standard installation rule of 5 feet from the property line. There are no consequences – the battle is now hers to fight. What you are planning to do is a good thing relative to signage, but you need to make sure we have legal footing. When you speak about people being out of compliance, raise your hand if you want your fees tripled so that we can pay an attorney to argue with someone who painted their shutters the wrong color. Why do we have an ARB if you are not going to enforce it? The homeowner was asked if she would like to join the ARB Committee. The problem is your rules are not there. That is what the committee is for – look at the rules; recommend changes. It costs thousands of dollars to change the covenants. Any change in a covenant requires 90% of 193 members to attend a meeting and vote. It is hard to get enough homeowners to attend and make the quorum to hold an annual meeting. If you don’t support your group, you can’t expect change to happen. You can bet the ones that don’t come are the first to complain.

When can we ever expect any improvement – talk about being out of compliance – our lawns have been out of compliance all summer long with the grass height with the recommendations from the city. If he would cut the grass shorter, cut the grass even – it looks terrible. I expected better than what I was getting. He’s a nice guy, he calls you back, but there is no resolution on things. Karon directed the homeowner to look on the website to see the schedule of treatments that are covered under the contract specific to weeding and broadleaf, etc. She also encouraged the homeowner to go to the website and document any issue so that the lawn contractor and lawn committee can address the occurrence as it happens. You don’t care; all the neighbors will get citations; this is in the age restricted area. That is not true; we do care.

The meeting was overextended to accommodate questions, and was adjourned at 8:12 p.m.

· Next Meeting: The next Board of Directors meeting is scheduled for March 6, 2023.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 06-March 2023

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 11, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.

Directors in Attendance:

Karon Dennis (Secretary), William Jackson (Non-Age Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large) and Wendy Bailey (Treasurer).

· Quorum present? Yes

Karon Welcomed the Homeowners in Attendance:

· Rejane Jackson, Dottie Harris, Geoff Harris, Linda Hooker, Paul Hooker, Lorrie Dollar, Curtis Williams, Cathy Turnbaugh, Evan Lane, Roy Sowers, Judith Jones, Barbara Powell, Melissa Bugdal, ~~and~~ Gail Fykes, Jarvis Cain, and Julie Cain. [14 16 Members present].

President’s Report:

· Acknowledgment of Robert Holland’s Resignation: By record of these minutes, we ~~formerly~~ formally accepted the resignation of Robert Holland as a member of the Board of Director so designated in his written message dated June 10, 2022. The board took the opportunity to express their sincere gratitude for his five (5) years of service as a member and Board President. They also acknowledged his, and his wife’s dedication to the beautification of this community. He worked many long hours on a vast number of tasks and services for which we have all benefited.

o In the absence of a Vice President, the first order of business was to appoint a replacement for a President to preside. No board member was ready to accept the appointment, so Karon continued to facilitate the meeting.
o For this and future meetings, there are five (5) members on the board so a quorum can be met to continue to work in the community’s best interest. We encourage any homeowner interested in joining the board to send an email to sleepyhollowmd@outlook.com with a summary of their qualifications and why they would like to become involved.

· Status of Irrigation Schedule: The run time for the irrigation system was increased by 30% and the scheduled runs reset for Friday, Sunday, and Tuesday evenings. Any changes to the schedule are posted on the HOA website.

· Community Bulletin Board Vandalism: The board was notified on June 15^th that the bulletin board on the Clocktower building was damaged—large hole in center and spider cracks in the plexiglass door. As a community handyman, Robert Holland offered to make the necessary repairs. Work was completed on June 22^nd. ~See Meeting Minutes for further details on costs.

· Ice Cream Social: The ice cream social that was postponed several times last year because of weather is set for Sunday, August 14^th at Raynor Lane from 1 p.m. to 3 p.m. Robert Holland, Chair of this event, has confirmed with the ice cream vendor, Vanderwende’s, that “it is a go.” An email blast reminder will be sent to homeowners in advance of the social date. At present there is no rain date identified.

· Fall Community Yard Sale: Our Fall event is set for Saturday, October 1^st with a rain date of October 8^th.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 9^th), we have had two (2) ARB requests submitted, reviewed, and approved.

Date Submitted

Date Approved

Location

Description

06/01/2022

06/02/2022

6080 Tarry Town Rd

· Installation of paver patio

06/12/2022

06/15/2022

6119 Irving Way

· Shed

· We had an inquiry for an approved fence company list. Did the homeowner contact you about installation on his property? Cathy confirmed that no further information or ARB request has been received.

Secretary’s Report:

· May Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 9, 2022, recorded minutes distributed to homeowners via electronic mail on May 20^th and posted on the website. (1) Spelling correction in ~~strikethrough~~ and red of the name of homeowner, Tom ~~Haig~~ Harig, under Robert Welcome the Homeowners in Attendance. (2) A correction in wording under Treasurer’s Report | HOA Fee Delinquency Recap should read “…however, mail at that address is now being returned to by the post office.”

A motion was made by William to approve the Draft of the May 9, 2022, minutes, as amended above. Motion was seconded by Cathy and stands approved.

o Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies to be sent to each Board member and posted on the HOA Website.

· Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on June 15, 2022, to review the report, pictures, and action plans on the damage to the Community Bulletin Board. Service request to the local repair person was to remove, replace and install a new window door panel; then place silicone around to seal out moisture. The period of service ran from June 16 thru June 21. The board acted by written consent to accept the action plan to complete the repairs at an estimated cost at $100. The final expense was $90.93. The motion made to include the Record of Executive Session in the minutes was unanimously approved as written.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of June 30^th showed combined assets in our checking and savings accounts at $337,295.77 (●Bank of Delmarva [checking] $182.68; ●Reserve Fund at Bank of Delmarva [checking] $86,779.25); ●Money Market Bank of Delmarva [operating account] $114,412.82; and ●Reserve Fund CD at First Shore Federal $135,921.02. Our net income was $89,613.50.)

· Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income ($138,115.59) and Total Expenses ($48,840.12), with a Net Income in our working fund at $89,275.47. The analysis showed Actual versus Budget per line item. The budget target for 2^nd quarter would be 50%. Lawn and Irrigation is below budget because the January invoice billed early was received and paid in December 2021. Insurance has gone up a little, but otherwise there is nothing of concern.

· Reserve Fund Analysis: Wendy reviewed with the board the HOA Reserve Fund long-term schedule and identified several components where the cost of repairs and replacement could be adjusted based on her recent reserve fund study she conducted. Those component line items were Sidewalks/Curbs, Storm Water Management, Irrigation System and the Clocktower. In the past the annual Reserve Fund had been reduced to $16,321 from $18,821 based on expected investment income. After this study, the proposed reserve funding for 2023 is $13,779.

PROPOSED RESERVE FUNDING FOR 2023

	PROPOSED FUNDING	LINE-ITEM CHANGE
Irrigation	$ 9,779.00	No Change
Clock \| Clocktower	$ 0.00	$( 341.00)
Storm Water Management	$ 3,000.00	$(1,930.00)
Sidewalks	$ 1,000.00	$(2,771.00)
TOTAL	$13,779.00

Refer to “Reserve Fund Analysis” for study details

o Action Item: Karon to generate and affix an Addendum to the original Reserve Fund Analysis to show that the 2023 Reserve Contribution of $18,821 will be reduced by the sum of $5,042 representing the change in funding in Irrigation, Clock | Clocktower, Storm Water Management and Sidewalks. As a result, the 2023 net contribution for the budget line item “Reserve Fund Contribution” is shown as $13,779.

Is there any script on when a sidewalk must be replaced? While walking my dog I have come across sidewalks that are raised because of a tree root system. Thus far, we have addressed areas that may cause a trip hazard. Karon requested the homeowner forward a listing of the sidewalks in question so that the Board can investigate those areas further. NOTE: (1) We cannot make repairs and send the bill to the City. The City of Salisbury must inspect the site, agree to the repairs/shared costs before work can commence. (2) Current repair cost is $11.56 per square foot for full demolition and replacement.

The following details are included as a matter of record and clarification as it relates to sidewalk repair and maintenance: Historical records from the meeting with The City of Salisbury on the handoff of the sidewalks states that the City will pay for ½ of the of the repairs for our sidewalks when the expense is first approved by the City. Regardless of the over 55+ or non-age restricted area, each homeowner is responsible for their sidewalks, and repair. The HOA is responsible for the common area sidewalks only. The homeowner bears responsibility for sidewalks and the front footage of their property.

· Proposed 2023 Annual Budget: Wendy reviewed the proposed budget with the board highlighting that (a) used the same interest amount with the money market fund and reserve fund; (b) a new line item titled MISC Expenses – Storm Water Fees, Fuel Surcharge. The storm water fees were coming out of the Reserve Fund, but they are not capital improvements; (c) no change in the annual HOA assessment from the current year. Wendy reported that the board needed to approve the proposed budget so that it can be emailed to all homeowner’s 30 days prior to the October 10^th board meeting, and then formally adopt it at that meeting. Once approved in October, it will be emailed to the homeowners within 30 days. There being no questions Wendy asked for a motion to approve the proposed budget. Karon requested that we hold off with that motion because the budget included fuel surcharge expenses, and the board had not discussed or approved this new lawn maintenance contract expense.

Committee Reports:

· Welcome Committee: Sue thanked Barbara Powell and Judy Jones who have been doing an excellent job as part of the Welcome Committee. Sue reported that we have greeted six (6) new residents since the first of the year and three (3) more since our last meeting.

Unfinished Business:

· Interest Rate on HOA Cash: There was a brief discussion in our May meeting regarding the current interest rate on the HOA accounts and an interest rate comparison at four (4) banks/credit unions. The topic was tabled until a process could be verified. A concern was whether it would be inconvenient to do business at multiple banks when handling transactions to transfer funds, etc. Wendy reported that there is a credit union in the post office which would not offer any inconvenience since we collect our mail in the same building. However, any of them, Discover, American Express, Citibank, Alliant Federal Credit Union, Tidemark, all have 1% right now, but their rates will be increasing substantially. Wendy recommended that (a) we move the two money market accounts [Bank of Delmarva Reserve and Bank of Delmarva Money Market] to another financial institution where we can receive a minimum return of an additional $1,200 per year, (b) maximize our return in a “tiered” rate system by combining the two accounts into one money market and (c) record all interest in the reserve fund in QuickBooks. It is important to know what is in reserve and in the regular money market~~QuickBooks breaks down the two accounts, but the bank would only show it as one. At present, the move would increase our interest income by $101.88 more (in June difference between 0.18% and 1.00%). Earning a greater return on our cash benefits the HOA and the homeowner. A motion to move the accounts from the Bank of Delmarva to Tidemark Federal Credit Union was made by William and seconded by Sue and stands approved.

· Authorized Signers on HOA Accounts: The HOA financial account(s) require (2) two signatures. Robert, Wendy, and Sue are the authorized signers. As authorized signers they have permission to write/sign checks and perform other actions for the owner of the account(s). With Robert’s resignation, Cathy agreed to be the third signer for the account with the Bank of Delmarva and the new account to be established at Tidemark.

o Action Item: Wendy to prepare a letter of intent, provide our Articles of Incorporation, tax ID number, signer’s details, etc. to Tidemark upon closing the accounts at the Bank of Delmarva.

New Business:

· Lawn & Maintenance Contract – Fuel Surcharge: Delmarva Lawn Care, LLC had no way of predicting the rising cost of gasoline and did not write a clause in their original contract. DLC submitted an addendum to the contract expiring December 31, 2023, to include a fuel surcharge if the price of regular gas rose at or above $4.00 p/gallon. The formula for calculating the surcharge is based on usage at 50 gallons per week during the grass cutting period April through October. Example: If gas was $4.50, the surcharge would be $.50 x 50 gallons, or $25. Note: There would be a surcharge cap at $50.00 p/week, or a gas price of no greater than $5.00 p/gallon. The calculation and payment would be based on actual gas receipts. To continue to maintain our good business relationship and practices, a motion was made by Sue and seconded by Cathy to accept DLC’s fuel surcharge addendum.

· Authorization to Sign Contracts: In order for officers to protect themselves against claims they acted without authority, a motion by William, seconded by Wendy, the meeting minutes herein record the board’s approval to authorize the Secretary or the Treasurer to sign contracts in the absence of a President and/or Vice President.

· Storm Water Management – Pond #2 (Van Tassel / Bell Creek): The board reviewed a proposal by Delmarva Lawn Care to add five (5) tons of R-4 riprap to shore up the existing outfalls and around the pipe missing riprap on the Bell Creek side to firm up the erosion next to it. The dig out of duckweed vegetation was put on hold until the pond inspection by the City expected in 2023. A motion by Cathy, seconded by William was made to proceed with the work to mitigate erosion on Pond #2 at the cost of $1,300. Work will be scheduled on Saturdays with the expectation that the job would be finished by the end of August.

· HOA Records Retention Policy: The subject of records retention was identified as a topic of discussion. As a starting point for the Association to develop its own records retention policy, Karon asked that a committee of at least two (2) board members be appointed to perform a study and make a recommendation to the board on suggested guidelines of the records it needs to maintain. Sue and Wendy volunteered for the Records Retention Policy Committee and will target the October meeting to present their recommendations to the board.

· Easement behind Cross Creek: Delmarva Lawn Care notified the board that there is (1) a fallen tree that is hanging over a fence and needs to be removed – cost $150; (2) Cut back the tree line 6’ to 8” in that same area – cost $500; (3) clear-cut and remove all vines, new trees (not part of the plat), brush – cost $1,500—all original Leyland cypress trees would be preserved. Stumps would not be ground. Note: The price for Item (3) includes Items (1) and (2). Sue has walked the easements (Cross Creek and Bell Creek) and suggested that we have a committee look at these areas before we take any action. Are the easements in question ours (Sleepy Hollow) or the adjacent communities? Sue and William volunteered as committee members to address and get clarification on Items (2) and (3); they will include Carl Cottingham in their discussions and research. Karon to provide the Easement Committee with a copy of the HOA plat for reference purposes. A motion was made by Cathy and seconded by William to approve the cost for Item (1) to remove the fallen tree.

o Action Item: Wendy to notify DLC to proceed with the work outlined in Item (1) and request a separate invoice for billing/payment purposes.

· DP&L Encroachment from Cross Creek Homeowner: Homeowner Cathy Turnbaugh had notified the HOA about her neighbor’s fallen tree and easement maintenance. She stated that Mr. Holland had informed her that the easement running behind the Sleepy Hollow resident’s homes on Cross Creek Drive belongs to Sleepy Hollow (40 feet). She also highlighted the use of the easement property as a personal backyard driveway by a Cross Creek resident. Questioned as to who is responsible for easement maintenance and can anything be done about the trespassing of the other development homeowner? The board turned over these concerns to the Easement Committee to address during their upcoming study.

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

Is anyone else concerned about the houses being added in Sleepy Hollow? Are we expanding the community? Karon confirmed that there were 16 vacant lots that the developer sold. The new owner has been building new construction homes on those lots. We have a total of 193 homes/lots that make up The Villages at Sleepy Hollow.

On the easement behind Cross Creek and Bell Creek, Carl had indicated that it wasn’t being mowed around the sprinkler system. Is that considered common area? Some sections are being taking care of by homeowners and other sections are all weeds. If it is common area, are we seeding and fertilizing the grounds? With an easement we are not required to seed or fertilize the property, but it should be manicured. The area was mowed once it was brought to the board’s attention. On the Cross Creek to Bell Creek to Fuller Lane easement, there is a triangle of trees that is a mess. It is encroaching the property fence and tree(s) at 6078 Bell Creek. Karon asked the new Easement Committee to include these properties in their task assessment.

Concerns expressed by homeowner regarding (1) a neighbor’s fence that was built on property line and (2) the lack of maintenance in the forest area behind their home and others in the community. Who is responsible for fallen trees or trees falling on residential property? (1) Cathy confirmed that any fence that is approved by the Architectural Review Board should be installed 5’ inside the property line. (2) In the past, the board has discussed the areas known as “Forest Conservation Easements.” These areas are protected, and you are prohibited from clearing any tree, bush, or vegetation. A homeowner stated that 16 years ago, there were metal signs in the ground that identified these areas. Karon asked the new Easement Committee to investigate the Forest Conservation area(s) further to determine who is responsible for maintenance and removal of fallen trees and the contact information on who to call when a resident experiences damage to their property.

A homeowner reported damage to the back of his property – multiple holes in the siding that look like they were made by a pellet gun – will require three sheets of aluminum siding be replaced. Was wondering if anyone else had experienced a similar problem. A police report is in the process of being filed by the homeowner. Karon reported that to date, there have been no reports of damage of this nature to any other property.

Homeowners present at the meeting thanked the board for their continuous hard work on behalf of the community.

There being no further business, the meeting was adjourned at 7:55 p.m.

· Next Meeting: The next Board of Directors meeting is scheduled for October 10, 2022.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 10-October 2022, as amended

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 9, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary), Wendy Bailey (Treasurer) William Jackson (Non-Age Restricted), Sue Revelle (Member-at-Large) and Cathy Jennings (Non-Age Restricted).

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

· Rejane Jackson, Nancy White, Linda Hooker, Paul Hooker, Julia Cain, Tim ~~Haig~~ Harig, Jarvis Cain, and Terry Dunn. [8 Members present].

President’s Report:

· 2022 Board of Directors: Robert confirmed the board of director’s appointment of officers noting one open position as the role of Vice President.

· Status of Irrigation Annual Maintenance and Season Schedule: There was delay in the annual start-up due to a death in the owner’s family in Australia. There is a schedule on the website [Maintenance of Common Areas] which highlights the monthly work covered in our contractual agreement that the contractor performs. There is a caveat however, that if certain weather conditions prevail, work as outlined may be delayed or suspended. For example, our weekly grass cutting occurs every Friday. It was not accomplished last week because the grounds were so wet. This week we were notified that the schedule must be moved forward to Wednesday or Thursday because of expected rain on Friday. We appreciate how accommodating and flexible our lawn contractor is in keeping our grounds thriving all year round.

· Community Yard Sale: Last week’s yard sale was postponed due to weather, so the Spring event will be this Saturday, May 14^th. Our Fall event is set for October 1^st with a rain date of October 8^th.

· HOA Committees Notification: An action item from our annual meeting was to provide our membership with a listing of the committees established in Sleepy Hollow. An email communication was sent on April 20, 2022, describing the different types and benefits of HOA Committees along with a complete listing of active and inactive Sleepy Hollow Committees.

o Mr. Hooker, who volunteered on the Irrigation Committee, reported that the response to issues he has submitted via the Website have been managed quickly. The contractor has responded the same day; he [Carl Cottingham] does an amazing job of monitoring. Also reported that 28100 Cross Creek Dr. needs extra heads because of the yard size; has had communication with Auscare and the board on this issue.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (March 7^th), we have had nine (9) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	03/07/2022	03/10/2022	28065 Cross Creek	· Landscaping
2.	03/08/2022	03/11/2022	6052 Tarry Town	· Concrete patio, gazebo & vinyl fencing
3.	03/22/2022	03/23/2022	28100 Cross Creek	· Planting backyard trees & painting shutters
4.	03/18/2022	03/25/2022	6033 Bell Creek	· Shed
5.	03/23/2022	03/27/2022	28060 Cross Creek	· Landscaping and stepping stones
6.	03/28/2022	03/29/2022	6038 Bell Creek	· Plantings and raised garden bed
7.	04/08/2022	04/08/2022	6199 Tarry Town	· Tree plantings along fence line
8.	04/19/2022	04/21/2022	5966 Fire Fly	· Paint back deck and add landscape area
9.	04/26/2022	04/30/2022	6013 Bell Cree	· Steel railings on back deck

· As a homeowner we want to add a black railing to our front porch. Does that have to be presented to the ARB Committee? Cathy confirmed that the improvement would need to be submitted to the committee via email at sleepyhollowmd@outlook.com. The request would be redirected to the committee for processing.

o Action Item: Mr. Holland will forward to the homeowner the name of the contractor who has installed railings in the community.

Secretary’s Report:

· Compliance with Title 11B of the Maryland Homeowner’s Act: On March 19, 2022, we received an acknowledgement from new Board Member, William Jackson, that he read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

· March Board of Director’s (BOD) Minutes: A motion was made by Wendy and seconded by Cathy to approve the March 7, 2022 meeting minutes as published; motion passed unanimously.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and posted on the HOA Website.

· Request for Contact Information: Karon reported that letters were sent to three (3) homeowners requesting they complete and return the HOA contact information sheet, so we have authorization to communicate with them via electronic mail. These properties settled in December 2021, January, and March 2022. The original document was included with their welcome letter, so this is a second request for authorization.

Treasurer’s Report:

· Treasurer Position Transition: Wendy publicly acknowledged that the transition of the Treasurer’s position would not have been possible without Robert’s knowledge of procedures and QuickBooks. She was very appreciative of his help with all the moving parts and expressed her gratitude to both Robert and Karon for their time and assistance.

· Monthly Report: The Balance Sheet as of April 30^th showed combined assets in our checking and savings accounts at $354,917.68 (●Bank of Delmarva [checking] $792.10; ●Reserve Fund at Bank of Delmarva [checking] $88,468.58); ●Money Market Bank of Delmarva [operating account] $130,074.01; and ●Reserve Fund CD at First Shore Federal $135,582.99. Our net income was $107,235.41.

· Additional items listed on the Balance Sheet showed the current interest rate on our accounts and an Interest Rate Comparison for Money Market and Reserve Accounts at four (4) banks/credit unions.

Bank of Delmarva Reserve Fund	0.18%
Bank of Delmarva Money Market (holding account)	0.20%
First Shore Federal Reserve Fund CD	1.00%

The yield that we are getting on interest rates on our Reserve and Money Market accounts are less. Data was collected at American Express, Alliant Federal Credit Union, Discover Bank and Capital One and showed rates at 0.60%. Wendy asked if the Board would like to entertain a discussion about looking to increase our return on that money. Robert stated that we do not take time to discuss our thoughts back and forth at this meeting but instead suggested we talk about it electronically. If we come to an agreement, we can announce it at the next meeting providing discussion points and decision made. Sue agreed it was a topic into which we should look. Wendy indicated the rates will continue to go up and should be around $450-$600 additional in a years’ time. Robert noted that it was a matter of convenience that the banking was set up this way [account closed and transferred from First Shore Federal to the Bank of Delmarva to eliminate travel to withdraw]. Extra money is nice but to consider breaking an account(s) to different banks requires you to travel to those different banks because you cannot perform transactions electronically. Wendy stated that those listed would have to be electronic transactions because they are not “brick and mortar” institutions which is why we would get a higher rate. Robert disclosed that in his conversation with the Bank of Delmarva, on-line transactions could not be done on any account that required two-party signatures; they could only be in-person or on the telephone. Robert asked that the discussion be tabled so that the board could weigh the pros and cons before making a decision that is best for the community. William asked that the process be verified prior to the next meeting.

· Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income ($138,051.11) and Total Expenses ($30,815.70), with a Net Income in our working fund at $107,235.41. The analysis showed Actual versus Budget per line item. The Budget Target for the 4^th month is 33.33%. Items that have already reached budget are expenses that are paid on a yearly basis.

· HOA Fee Delinquency Recap: We have one (1) delinquent property, and the home is in foreclosure. It has been two (2) years with little activity; however, mail at that address is now being returned to by the post office.

Committee Reports:

· Welcome Committee: Since the beginning of the year, Sue reported that we have had eight (8) new residents move into the community. Properties for sale have been turning quickly however we may see a change with mortgage rates and construction costs going up.

Unfinished Business:

· City of Salisbury – Pet Waste Station program availability: Robert reported that communication with the city indicated that they provide and maintain a pet waste station within the City Park Dog Park area, but they are not aware of any planned pet waste program that expands beyond this puppy recreation area.

· HOA Board Task Reassignments: An update on the reassignment status of duties was provided.

TASKS MANAGED BY HOLLAND	REASSIGNMENT OF RESPONSIBILITY
PRESIDENT	Robert Holland continued appointment
VICE PRESIDENT	[Currently Remains Open]
TREASURER	Wendy Bailey
BOOKKEEPER	Wendy Bailey
ARB COMMITTEE	Cathy Jennings
LAWN COMMITTEE	Delmarva Lawn Care
IRRIGATION COMMITTEE	Delmarva Lawn Care
ANSWERWING SERVICE	Robert Holland
MAIL PICK-UP	Wendy Bailey; William Jackson—Alternate
PLACEMENT OF NOTIFICATION SIGNS	Sue Revelle

o Action Item: Robert requested that Wendy contact the USPS and determine the number of keys we are supposed to have; he recommended that we have a minimum of four (4) keys. Currently, there are two (2) keys held by Wendy and Karon. Wendy will get a key to William and maintain a key assignment log.

· Ice Cream Social: Robert reported that the social is still anticipated for Sunday, August 14^th. Updates will be provided as we get closer to the event.

New Business:

None

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

Are all the lots sold within Sleepy Hollow? Yes, all open lots and those under construction are owned by Amber Ridge II, with one exception (6060 Bell Creek Drive) which is privately owned. Concern expressed about the grass cutting; Bill Martin (Developer) always kept the properties clean and well-kept. Robert reported that he had recently sent a letter to Amber Ridge and the private homeowner that their respective lot(s) need cutting and cleaned up. Amber Ridge quickly acknowledged; no response had been received by the private member.

So, a lot that is empty has no irrigation? Clarification made by Robert: A vacant lot that is a building lot does not have irrigation except for the shared heads that are at the houses next door. The builder has an irrigation contractor who installs all the sprinkler heads and puts a turn up (pipe) out of the ground when the build phase is ready. They then contact and pay the HOA irrigation contractor to make the connection so that it works. A new resident confirmed the process as stated. The HOA contractor recommended they get additional heads and the builder’s irrigation contractor installed them and the HOA contractor came back and adjusted.

Homeowner reported the lot next door to their property has no irrigation and a 1/3 section of their yard has no irrigation either. The previous owner of 16 years contracted a landscaper that we continue to use. We repeatedly tell them that they must go all the way over to the empty lot to mow our property – they only cut around the house. A big part of our yard does not have grass and the lot next door is weeds. To clarify Robert stated, the lot to the right of your property is a vacant lot. Correct. The area you are speaking about is a part of your property and because you have a corner lot it goes all the way over to the corner. That is not the problem – the plot of land near the vacant lot, has no irrigation. They (developer) only put irrigation around the house, including the side of our lot because it is a corner house. We had the property surveyed (was not previously done) and that entire section next to the vacant lot was not included when the irrigation system was installed.

o Action Item: Robert agreed to look at the property because it was his understanding that the concern was the left side of the house; the HOA response was based on that information. If it is a case where it is supposed to be shared heads, then we will see if there is something we can do about it. If it can be determined that there is something missing or not working, then we can consider that.

As a new board member, William noted there is a series of wells and pumps around the subdivision that draw for the irrigation. What is the plan of the HOA to maintain those wells and pumps? How long has it been since those wells and pumps have been worked on and is there a plan in terms of budgeting that so many will be done each year? The Reserve Fund covers high dollar expenses like replacing wells, well pumps, and parts of the irrigation system. Will there be an annual cost for the homeowners? No – it is part of the Reserve Fund. The caveat, each year through dues every homeowner pays their portion of the budget. There is an amount of money set aside in the budget for the Reserve Fund which covers things outside of irrigation like clocktower repairs, sidewalks in common areas and other infrastructure items. As far as maintenance, the irrigation company checks and services the system on an annual basis. Wendy stated we are required to do an official study of reserve funding. There was a fair amount of work done initially that looked at the life expectancy on the wells, sidewalks, and clocktower so at one point it was around $20,000 a year. Expect that we are due for an in-depth review, especially for the storm water management system; because of Robert’s knowledge so much work has been done on ponds that we might be over reserving. There were not any serious issues reported in our last inspection because we had dealt with sedimentation issues. Robert also stated as a follow-up on wells, that initially we had two wells/pumps that had too many zones on them. The board at that time determined that they needed a second well for those two locations. That is why at those two locations there are two wells to split the zones. It costs approximately $17,000 to drill a new well and replace a pump.

o Action Item: Karon to forward an electronic copy of the initial Reserve Fund Analysis and a map of the well locations to William for his review and information.

o Action Item: Wendy suggested that we look at the Reserve Fund this summer before preparing the budget.

Homeowner summarized that most of his concerns about the irrigation have been spelled out. When the contractor comes to hook up the system will he be able to look at and consider my suggestions as to where I might think another head might be placed? The person who comes to hook it up the system [HOA contractor] will start the system and ensure that it is running properly and adjust any heads as needed. If they recommend additional heads, you then contact the builder’s contractor to request the additional head(s). The builder’s contractor would install any new additional heads. (NOTE: This process was confirmed by a new homeowner who recently had their property hooked up.)

Is there any information on the lot beyond the stop next to the Raynor Lane property? His realtor advised him that it was land locked. When this property was built the intent was that they were going to buy the farm and continue it on through. In 2008, everything fell out. There used to be a red sign that said “dead end street” but the tree guy may have torn it up and got rid of it. If so, the city might replace it. There is no plan now for anything to happen beyond that property ends which is the farmland.

o Action Item: Robert to contact the City of Salisbury to determine if the former sign can be replaced.

There being no further business, the meeting was adjourned at 7:38 p.m.

· Next Meeting: The next Board of Directors meeting is scheduled for July 11, 2022.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 11-July 2022, as amended

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 7, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:37 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey Member-at-Large), Cathy Jennings (Non-Age Restricted) and newly installed member William Jackson (Non-Age Restricted).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

There were three (3) members in attendance: Evan Lane, C. Paul Hooker, and Linda Hooker.

President’s Report:

· 2022 Board of Directors – Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have six (6) board members.

o Incumbent Sue Revelle and new nominee William Jackson ran unopposed

o William’s position on the Board is confirmed as a Non-Age Restricted Member, whose term expires in 2025.

The Board Members unanimously agreed to 2022 – 2023 appointments as outlined below.

2022 Officers
President	Robert Holland
Vice President	[open]
Treasurer	Wendy Bailey
Secretary	Karon Dennis

NOTE:

(a) The Vice President’s position oversees the Architecture Committee chair. Cathy Jennings is currently on the Architecture Review Board (ARB) Committee and stated that she would think about the Vice President’s position.

(b) Sue Revelle will remain as the Welcome Committee Chairperson.

· Discussion of HOA Board Tasks: Robert passed out a list of the duties he currently performs. A discussion followed with reassignments as shown below. Ideas regarding lawn and irrigation reporting are in the process of being worked out with the HOA lawn contractor. The board was asked to continue to review the list and provide any feedback.

TASKS MANAGED BY HOLLAND	REASSIGNMENT OF RESPONSIBILITY
PRESIDENT	Robert Holland continued appointment
VICE PRESIDENT
TREASURER	Wendy Bailey
BOOKKEEPER	Wendy Bailey
ARB COMMITTEE
LAWN COMMITTEE
IRRIGATION COMMITTEE
ANSWERWING SERVICE
MAIL PICK-UP	Wendy Bailey; William Jackson--Alternate
PLACEMENT OF NOTIFICATION SIGNS	Sue Revelle

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of March 7^th disclosed combined assets in our checking and savings accounts at $358,486.96 (●Bank of Delmarva [checking] $2,365.73; ●Money Market Bank of Delmarva [operating account] $132,442.47; ●Reserve Fund CD at First Shore Federal $135,249.50 and ●Reserve Fund [checking] at Bank of Delmarva $88,429.26). With an accounts receivable adjustment (-$85.00), the Total Current Assets are $358,401.96.

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 7, 2022) delivered to the Board under separate cover showed Total Income ($133,448.26) and Total Expenses ($22,569.07), with a Net Income in our working fund at $110,879.19.

Is the Reserve Account at the Bank of Delmarva a money market? No. Wendy indicated that we may be able to secure a higher interest rate through the credit union. A study may be done to determine if we can secure a better interest rate at another institution for presentation to the board later.

o Action Item: Robert to provide Wendy with the current interest rates on the HOA money market accounts.

Secretary’s Report:

· Board of Director’s Meeting Minutes: The following changes to paragraph, in part, were recommended to the October 11, 2021, recorded minutes distributed to homeowners via electronic mail on November 3^rd and posted on the website.

Correction on references to “sinkhole” shown in ~~strikethrough~~ and red under Open Discussion: Homeowner’s Concerns/Comments, excerpt follows:

o Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (~~sink whole~~ sinkhole). City workers look at it, put asphalt on top and within two weeks the ~~hole/sink~~ sinkhole reappears….

Sue made a motion to approve the Draft of the October 11, 2021, minutes, as amended above. Cathy seconded the motion and stands approved.

o Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and posted on the HOA Website.

Open Discussion: Homeowner’s Concerns/Comments:

With the current increase of fuel in today’s market, Wendy asked if the Board should discuss being proactive and consider offering a fuel subsidy to our Lawn and Irrigation Contractor, Delmarva Lawn Care. Robert reported that he spoke to Carl Cottingham who stated he had no intension of requesting/imposing a fuel charge during this contract that runs through 2023. It is expected, however, that the rates will go up with the next bidding process.

· There being no further questions, the meeting was adjourned at 8:05 p.m.

· The next scheduled Board of Director’s meeting is May 9, 2022.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 9-May, 2022

2021

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 11, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey (Member At-Large) and Cathy Jennings (Non-Age Restricted).

o Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

· Jarvis Cain, Julie Cain, Pat Santoni, Vonnie Williams, Curt Williams, Nancy White, Linda Hooker, Paul Hooker, Harold Brown, Dottie Harris, Geoff Harris, Susan Rainy, Roy Sowers [13 Members present].

President’s Report:

· Ice Cream Social: Rescheduling this event three times was not magical. We tried and tried but could not pull it off because of weather conditions. It is the Boards hope that we will be successful in securing a time next year to bring the community together.

· Reminders Documented for the Meeting Minutes: (1) When you park your vehicle on the street, make sure you are parking in the right direction. If the police happen to drive through the neighborhood or someone has called/filed a complaint, homeowners can be fined. (2) RVs or boats cannot be parked in the driveway or street for an extended period. (3) The City Police Department is responsible for street parking violations and may give a warning, however, they can issue a fine between $25-$40 for these violations.

· Yard Sale: Had a wonderful day for this event with several homeowners within the neighborhood showing all their treasures for sale they no longer want or need.

· Irrigation and Lawn Services: Robert expressed that the services this year has gone well and improved over the year. Delmarva Lawn Care is a small company, but they have been very responsive.

o We have lots of sand burs everywhere on Tappan Lane. Robert clarified that the HOA provides general lawn maintenance. We fertilize, spray for certain weeds (broadleaf, clover). He would, however, ask Carl to perform an inspection and advise his findings/recommendations.

o When it rains on Friday (our scheduled grass cutting day), do we have to wait until the next week to get the grass cut? If missed on Friday and the grounds are dried out enough by Monday or Tuesday, the lawn contractor will cut it then. If it is too wet, you will see a delayed sequence. Carl monitors the weather constantly—if there is going to be a heavy rain Friday, he will cut on Thursday.

o Last topic is the weed called nutsedge. In the past, the HOA was spraying for nutsedge which turned every yard brown. The problem with nutsedge is when you spray and kill it, you need to overseed in seven (7) days. There was no policy to overseed. The current Board took nutsedge out of the lawn and maintenance contract and advised homeowners at that time to contract a lawn service if they continued to have an issue with this weed.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 12^th), we have had five (5) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	07/26/2021	07/27/2021	5917 Tappan	· Master Bathroom Window Removal
2.	07/31/2021	08/05/2021	6095 Tarry Town	· ARB Waiver Approved on Painting Shutters & Door
3.	08/12/2021	08/12/2021	6001 Fire Fly	· Repaint Shutters & Door; Paint Chip provided; No letter required
4.	09/02/2021	09/08/2021	5922 Tappan	· Approved Privacy Fence
5.	09/25/2021	09/28/2021	5970 Tappan	· Approved Shutter Painting

IMPORTANT NOTE for future reference regarding exterior painting of shutters and doors:

o If you are painting like-for-like color, such as black for black, no ARB approval is required.

o Any variation from the existing HOA approved color pallet, regardless of how close and without exception, the homeowner must supply the ARB Committee an exact color paint chip matching the desired hue when submitting their written request for approval.

Secretary’s Report:

· July Board of Director’s (BOD) Minutes: The Board unanimously approved the motion made by Wendy and seconded by Cathy, to approve the minutes from the July 12, 2021 meeting.

o Action Item: Karon to redistribute the approved minutes to all the Board Members and update the Website.

· Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on July 14, 2021, to review a written request from Delmarva Lawn Care, LLC specific to the HOA’s Landscape Management Contract for a one (1) year extension to include the calendar year 2023. Delmarva Lawn Care planned to make a large investment in equipment to perform fertilizing and herbicide treatments in 2022 rather than contracting the work to an independent company. The contract extension would assist them in recapturing their investment. The Board acted by unanimous written consent to accept the request to extend the Landscape Management Contract dated 1-September 2020 to include an extra year for the period January 1, 2023 through December 31, 2023. The 2023 annual contract cost would stay the same as in 2021 and 2022. All other terms and conditions remain unchanged and will continue in force through the denoted extension period. The Record of Executive Session minutes were distributed to the Board of Directors on July 16, 2021. Sue motioned to approve the Executive Session minutes; seconded by Wendy. The minutes stand approved as written.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of October 10^th showed combined assets in our checking and savings accounts at $282,876.02 (●Bank of Delmarva [checking] $1,264.66; ●Money Market Bank of Delmarva [operating account] $93,095.28; ●Reserve Fund CD at First Shore Federal $134,909.45 and ●Reserve Fund [checking] at Bank of Delmarva $53,606.63). With an accounts receivable adjustment (-$1,175.60), the Total Current Assets are $281,700.42.

o Wendy inquired as to what would cause the negative Accounts Receivable (AR) balance of $1,175.60? Money that has not been reconciled for payment of fees.

o Action Item: Robert to get back to the Board on this issue. COMPLETED 10-21-2021

The HOA CPA reviewed the Balance Sheet. The negative AR amount was the result of (1) a homeowner who paid their 2022 HOA assessment in advance, and (2) other small credits. Robert will make an adjustment when the 2022 bills are processed in December.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– October 10, 2021) delivered to the Board reflected Total Income ($140,379.54) and Total Expenses ($97,276.93), with a Net Income in our working fund at $43,102.61.

o If you have a catastrophic event of some kind, like something happened to one of the ponds, what would you fall back on? The Reserve Fund. Apart from large-scale maintenance and repair projects, HOA reserve funds are used in case of unexpected damage and emergencies. We have $228K in reserve now. A reserve plan based on life expectancy of every component was initially set-up.

· Annual Reserve Fund Contribution: The 2021 contribution of $16,321.00 was transferred from the Money Market Account to the Reserve Fund Account in the name of The Villages at Sleepy Hollow HOA on September 7, 2021.

· HOA Fee Delinquency Recap: For July we had two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure. Robert reported that the account sent to collection was paid in full, including penalties/attorney’s fees. The other property (5952 Tappan Lane) remains in foreclosure (HUD – reverse mortgage).

· 2022 Proposed Budget – Review and Approval: The Preliminary Budget and Budget Comparison was distributed to the members in attendance [See ATTACHMENT I and ATTACHMENT II made a part of these minutes].

o Robert highlighted the changes from 2021 versus 2022: (a) Increases in General Expense line items Audit ($50), Insurance – Liability and Bond ($116) Post Office Box Rental ($40); Web Page ($384); (b) Decrease in annual Reserve Fund Contribution (-$1,679) ~~see note below re Addendum to Reserve Fund Analysis.

o Are all sidewalks covered under the Snow Removal expense? No. Snow is only removed on the common area sidewalks; removal is done by the lawn care servicer.

o An increase in the number of homes in the Non-Age Restricted Area went from 95 to 103. NOTE: All of the lots in the community have been sold; total number of homes equals 193.

o Assessment comparison from 2021 versus 2022 …

Dues Assessment	2021	2022
Age Restricted (90 homes)	$1,083	$1,076
Non-Age Restricted (95 vs 103 homes)	$ 394	$ 387

o An Addendum will be generated and affixed to the Reserve Fund Analysis to show that no increase was required for the 2022 Reserve Contribution of $18,821 but was instead reduced by the sum of $2,500 in recognition of the expected 2022 Interest on Reserve Fund CD. As a result, the 2022 net contribution for the budgeted line-item Reserve Fund Contribution is shown as $16,321. Karon requested a motion to approve the Addendum for a reduction of the 2022 Reserve Fund Contribution to $16,321 considering the interest to be received. The motion was made by Sue and seconded by Wendy.

o Wendy noted that we are not considering prior fund balance when we develop our proposed budget, i.e., reduce the budget by the leftover funds from the previous year. We therefore have a little cushion.

o Wendy complimented Robert on his preparation of the new budget and budget comparison.

o Can we get a copy of the actual expenses versus proposed budget that shows what has been spent to date? The Treasurer presents the Board with a Profit and Loss Statement at each meeting that shows the actual expenditures compared to the budgeted amount. At year-end, homeowners receive a copy of the Profit and Loss Statement in their Annual Packet (sent by 31-January of the new year) which shows the revenues and expenses and resulting profit or loss over the previous calendar year.

Robert requested a motion to approve the 2022 Preliminary Budget. Motion was made by Cathy and seconded by Sue.

· Robert hand delivered to each board member a copy of the Accountant’s Compilation Report for the year ended December 31, 2020, as prepared by Philip P. Wheatley, CPA, LLC, Certified Public Accountant.

Committee Reports:

· Welcome Committee: Sue reported there have been 13 new homeowners move to Sleepy Hollow since the first of the year. She was also happy to report that the committee has secured new literature for the welcome bags!

Unfinished Business:

· Status Update – Delmarva Power – Vegetation Management Project: DP&L’s contractor, Asplundh Tree Service, completed the trimming of trees and/or other vegetation from the Pemberton 2 Substation at the back of Tappan Lane through DP&L’s right-of-way corridor along Van Tassel Way, Bell Creek Drive and Cross Creek Drive. The project was completed in mid-August.

· Status Update – Storm Management Systems – Spraying Invasive Vegetation: Two bids for spraying invasive growth around the pond rip rap was offered by several companies and ranged from $5,000 or a yearly plan for 3 years. Presently our lawn service contractor is weed-whipping the areas and spraying dry rock with Roundup which is working very well.

New Business:

· Tree Trimming – Storm Management Systems: Robert reported he is in the process of securing two (2) bids for tree services to do minor trimming around the front pond (wild willow) and any other pond that may have overgrowth.

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (~~sink whole~~) sinkhole. City workers look at it, put asphalt on top and within two weeks the ~~hole/sink~~ sinkhole reappears. Mr. Williams suggested that Sue file the complaint via The City of Salisbury’s website – fill out the form and you get an acknowledgement. The issue is then tracked, and you can comment if the issue is not corrected and/or add a picture to highlight ongoing issues.

Do we send annual HOA bills via email? No; usually get complaints that they did not receive the bill.

Mr. Williams expressed his gratitude to Robert and the Board for getting rid of the geese. It has been a great pleasure walking outside and not having to watch every step he takes.

There being no further business, the meeting adjourned at 7:48 p.m.

· Next Meeting: The next Board of Directors meeting is scheduled for March 7, 2022.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 7-March, 2022, as amended

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 12, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), and Cathy Jennings (Non-Age Restricted). Absent from the meeting were Sue Revelle (Member At-Large) and Wendy Bailey (Member At-Large).

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

· Amy Clark (Bennett), William Bennett, Jarvis Cain, C. G. Williams, James Ellis, Bunny Twiford; Allen Twiford, Rejane Jackson, Debbie Dukes, Tony Santoni, Keith Bounds, Roy Sowers. [12 Members present].

President’s Report:

· Resident Geese/Mallard DNR Update – 6/25/2021: We entered into an agreement with the Department of Natural Resources (DNR) regarding Wildlife Damage Management to try to prevent pollution in the ponds which we must combat with chemicals, and the potential impacts to human health in the community from the presence of goose nesting contributing to unacceptable accumulations of feces. Action took place on June 25^th. Geese will return in a manner of time. If they accumulate in a large number, the board will consider taking a similar action. Further, the DNR are looking at how we can mitigate the extreme number of mallards that we have (approximately 80). DNR advises against feeding. Refer to attached Exhibit (A) – Sign – YOU CAN HELP WATERFOWL. Upon reviewing their recommendations, the board will do what they feel is best for the community and move forward.

· Irrigation and Lawn Services: Robert expressed that the services this year appear to be going well. Occasionally something will fall through, especially with aging parts in the irrigation system. In a more proactive manner, we have instructed the irrigation contractor to replace any damaged part(s) they encounter. Carl Cottingham, owner of the lawn service company, continues to be responsive when homeowners report issues. Robert reminded everyone about the procedure to report issues via the HOA website, stating the importance of having the paper trail of issues. If you do not have a computer, issues should be reported via the HOA phone at 410-430-9544. For tracking purposes, a service request will be initiated on the homeowner’s behalf by the HOA representative answering the phone.

· City of Salisbury – Nuisance Trees or Plant Growth: The City Inspector was around the community and subsequently contacted the HOA about trees that would be considered violations because they are below the 7 feet above sidewalks or below 14 feet above the roadway. [Reference City Code 8.09.020 – Definition of nuisance tree or plant growth] Of the trees identified, the HOA was responsible for trimming one on the roadway on Cross Creek Drive and a couple of trees over the sidewalk adjacent to Sleepy Hollow Drive. Should a homeowner encounter a tree where they must duck their head to continue walking, we ask that they report its location on the website. A member of the Landscape Committee will look at the tree and take the appropriate action to get it trimmed.

· Damaged Tree in Common Area on Pemberton Drive: We lost a huge sycamore tree at the front pond on the frontage road (Pemberton Drive) during a recent storm. Adams Tree Service was contracted to remove the tree (cut and grind stump).

· Delmarva Power & Light– Vegetation Management Project: A contractor notified the Board that the growth needs to be cleared on the side of our community that backs up to the Pemberton 2 Substation (behind the cul-de-sac on Tappan Lane) and the property where the high line goes through. Robert reported that he signed a permission slip to have DPL and its contractors to enter onto the property to cut, trim and/or remove the vegetation. We are supposed to be notified when the work is scheduled to be done so that we can inform the homeowner’s surrounding that area of the planned activity. DPL will not access anyone’s yard; work will strictly be done on the right of way. It is not known at this time when the work will commence.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 10^th), we have had three (3) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	05/17/2021	05/17/2021	6096 Fuller Lane	· Landscaping
2.	05/20/2021	05/25/2021	6038 Bell Creek	· Swing Set Installation
3.	07/04/2021	07/05/2021	6095 Tarry Town	· Repainting Shutters/Door–No approval required

o Is there a list of colors for painting shutters and doors? There is no list of colors. Originally the paint came from Duron Paint Store, now it is Sherwin-Williams. When it was Duron, you could go in and ask for Ruark & Martin paints, but now you must take a chip to Sherwin-Williams to match your color. If you have black shutters and you want to repaint them black, no ARB approval is required. Should you wish to paint your shutters outside of their original color, the color needs to be submitted to the ARB Committee for approval before the project commences.

o If you are connected to another townhome (duplex), can you choose your own color? The Board hopes that both residents in the duplex (or quads) would agree to a color so the units would remain uniform. If the color is different from the current spec, a request for a new color should be submitted to the ARB Committee via email or post office box.

Secretary’s Report:

· Compliance with Title 11B of the Maryland Homeowner’s Act: On May 23, 2021, we received an acknowledgement from new Board Member, Cathy Jennings, that she read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

· May Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 10, 2021 recorded minutes distributed to homeowners via electronic mail on May 20^th and posted on the website.

(1) Spelling correction in ~~strikethrough~~ and red under New Business: l Verification of Rear Property Lines / Concerns

o Is that survey for one plot or for the ~~parameter~~ perimeter of the pond?

(2) A correction in wording under Open Discussion: Homeowners Concerns/Comments

o Lawn care contractor seems to be better, but question getting them to lower the mower settings – worse thing you can do for ~~clover~~ a lawn.

A motion was made by Robert to approve the Draft of the May 10, 2021 minutes, as amended above. Motion was seconded by Cathy and stands approved.

o Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and posted on the HOA Website.

· Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on June 22, 2021, to review the Cooperative Service Agreement from the Department of Natural Resources (DNR) to cooperate in a wildlife damage management project for Resident Canada Goose Damage Management. The Board acted by unanimous written consent to accept the work plan from the DNR (not to exceed $3,346.64). The minutes were distributed to the Board of Directors on June 29, 2021. Cathy motioned to approve the Executive Session minutes; seconded by Robert. The minutes stand approved as written.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of July 11^th showed combined assets in our checking and savings accounts at $310,029.05 (●Bank of Delmarva [checking] $908.43; ●Money Market Bank of Delmarva [operating account] $96,492.44; ●Reserve Fund CD at First Shore Federal $134,570.26 and ●Reserve Fund [checking] at Bank of Delmarva $78,057.92). With an accounts receivable adjustment (-$1,165.60), the Total Current Assets are $308,863.45.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– July 11, 2021) delivered to the Board reflected Total Income ($139,097.80) and Total Expenses ($68,832.16), with a Net Income in our working fund at $70,265.64.

· HOA Fee Delinquency Recap: We have two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure.

Committee Reports:

· Welcome Committee: No status report was available at this meeting, however, we surveyed those new homeowners present to determine if they had been greeted by the committee. During the Open Discussion period of the meeting, Cathy captured the names of those new homeowners who had not yet been contacted by the Welcome Committee.

Unfinished Business:

· City of Salisbury – Renewable Electricity Project – 2019: The streetlights within Sleepy Hollow were transitioned over to LED in conjunction with a renewable electricity project conducted by The City of Salisbury. The City’s project started in October 2019 and stopped after completing approximately 75% of the conversion. They were able to resume the project after receiving the rest of their grant funding. The remaining lights in the Non-Age Restricted section of our community have now been converted to LED. The streetlights are City property; the cost of this conversion was borne by the City at no cost to Sleepy Hollow.

New Business:

· Spraying Invasive Vegetation, as needed, in Ponds: (a) Robert reported he has been in contact with multiple contractors to get quotes for weed control in all five (5) ponds to include spraying all riprap rock (swales) and cutting back grasses and branches from the drains in all ponds. Two quotes received ranging from $2,800 to $5,200. Search for a reasonable cost bid for “just cutting weeds” is still ongoing. (b) While inspecting the ponds, it was discovered that the riprap was sinking in four (4) locations around Tappan, Bell Creek and Van Tassel. To help stabilize the shoreline and prevent any further erosion, a motion to have our contractor repair/add riprap to each location at a cost of $500 per location (not to exceed $2,000) was made by Karon and seconded by Cathy to carry the motion. The cost to raise the swale would be borne by the maintenance of Stormwater Management Systems under our Reserve Fund.

· Well #2 and #2B near Van Tassel – June: The two (2) wells on Van Tassel are about 15 and 8-10 years old. The pump on the “younger” well (#2B) had to be replaced at a cost of $6,200. While the contractor was working, the older pump (#2) began to malfunction. After an inspection, they performed an acid wash to clean all the dirt in the filter and screen that is 100 feet underground; this action corrected the water flow ($2,500). The main reason that underground piping fails is due to friction from trying to push too much water through or bad glue joints. Our irrigation contractor has adjusted for a 2 second delay so when the pump starts it does not get all the pressure at once.

· Social Event – Ice Cream Truck: Robert reported we are trying to get an ice cream truck for a couple of hours in late August or early September. Be on the lookout for an invitation!

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

What was the surveyor outcome in the dispute about a flower bed being on common area or the homeowner’s yard? The survey showed approximately 90% of the flower bed was within the homeowner’s property line and 10% was on common area. The homeowner will maintain the flower beds.

There being no further business, the meeting was adjourned at 7:19 p.m.

· Next Meeting: The next Board of Directors meeting is scheduled for October 11, 2021.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 11-October 2021

Exhibit (A)

Sign – YOU CAN HELP WATERFOWL

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 10, 2021

Meeting Location: Cross Pointe Church of the Nazarene

____________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), and Wendy Bailey (Member At-Large). Absent from the meeting was Sue Revelle (Member At-Large). Robert introduced Cathy Jennings who had expressed a willingness to serve on the HOA Board. We are grateful for her commitment to participate in the wellbeing of the community, representing the Non-Age Restricted area with the term expiring in 2023. Additionally, Cathy will continue with her involvement on HOA Committees, specifically, Architectural Review and Social.

· Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

· Tony Santoni, Pat Santoni, Jarvis Cain, Curt Williams, Roy Sowers, Barbara Powell, Judi Jones, Susan Rainey, and Mark Tyler [9 Members present].

President’s Report:

· Status of Irrigation Annual Maintenance and Season’s Schedule: The irrigation system is almost ready to be activated. Expect official notification shortly, at which time we will send an email blast out to homeowners. Any updates to the initial schedule would then be posted on the Sleepy Hollow Website and NextDoor social network.

· Community Yard Sale: The Spring yard sale occurred on May 1^st. It was a chilly day, but we trust the event had a good turnout for those who participated. Our next one is set for October 2^nd with a rain date of October 9^th.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since April 2021 (last BOD meeting), we have had one (1) ARB requests submitted, reviewed, and approved.

	Date Submitted	Date Approved	Location	Description
1.	05/02/2021	05/04/2021	6094 Tarry Town	· Pavilion

Secretary’s Report:

· April Board of Director’s (BOD) Minutes: A motion was made by Wendy to approve the Draft of the April 5, 2021 minutes, as distributed. Motion was seconded by Cathy. The minutes stand approved, as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. An approved copy will be sent to each Board member and the HOA Website will be updated accordingly.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of May 10^th showed combined assets in our checking and savings accounts at $338,902.99 (●Bank of Delmarva [checking] $477.93; ●Money Market Bank of Delmarva [operating account] $90,768.61; ●Reserve Fund CD at First Shore Federal $134,235.59 and ●Reserve Fund [checking] at Bank of Delmarva $113,420.86). With an accounts receivable adjustment (-$1,165.60), the Total Current Assets are $337,737.39.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– May 10, 2021) delivered to the Board reflected Total Income ($137,065.47) and Total Expenses ($37,925.89), with a Net Income in our working fund at $99,139.58.

· HOA Fee Delinquency Recap: We had 3 delinquencies – One (1) in the Non-Age Restricted Area, which has been sent to the collection agency and two (2) foreclosures in the Age Restricted Area. One of the foreclosed properties was placed on the market for sale and currently has a “Pending” sign posted. The positive side for the HOA is that the Bank that currently owns the property was billed and paid the full 2021 HOA assessment, including late penalties.

Committee Reports:

· Welcome Committee: No status report was available at this meeting, however, the committee continues to welcome new homeowners to the neighborhood and provide them resources and contact information (when available) to make their transition easier.

Unfinished Business:

· Lighting Project – Entrance Sign: Robert reported that the installation of the solar lighting system on the Entrance Sign has been completed. This system provides the community with a cost-effective lighting alternative rather than bearing the trenching plus monthly expenses had we connected to main electric power.

· Yellow Duck Mystery Update: One of our homeowners contacted the City of Salisbury, who reported “the Storm Water Management Team along with the Wicomico County Storm Water Department had no clue to why the ducks have been placed in the ponds.” This was in line with the Board’s initial disclosure regarding our yellow duck findings. Robert touched base with his contact at the Department of Natural Resources (DNR) who said, “if you folks don’t know who did it, we don’t know it.” We have found that there is also one at the Pemberton pond on Nanticoke Road and one at The Home Depot (it is white). Regardless, the yellow duck is not hurting anything.

· Resident Geese/Mallard Duck DNR Update: For over two years, the Board has had ongoing discussions regarding waterfowl (geese) to include the excessive ducks. Problems with excessive resident geese is they are filthy resulting in unsanitary conditions around the ponds. From an HOA perspective, we pay for chemicals to offset what the geese leave behind in the ponds. This action was paused a couple of years ago and we reached out to DNR who was at that time working with the City of Salisbury (zoo) and Ocean Pines for geese harvesting. Harvesting is done when the geese are not flying which coincides to when they are having their young (occurs next month). Currently, there is a study being done with the DNR to remove most of the resident geese in the community. We provide a count. Those numbers will determine costs, at which time the Board will decide on how to move forward. We anticipate that the costs will be less than spraying chemicals. The positive side to the geese harvesting is that the food does not go to waste; it is processed, and all goes to the Food Bank. Ducks are not harvested, but instead overpopulated ducks are relocated in a different area, so they do not return.

New Business:

· Verification of Rear Property Lines / Concerns: Robert reported there was some question about maintaining a flower bed in the rear of a homeowner’s property resulting in questions regarding specific property lines, i.e., homeowners versus common area. We contacted three (3) survey companies and solicited a cost for flagging the rear property adjacent to the common area which has four (4) points going out to the pond. The quotes received were $225 (lowest) and $350 (highest). A motion was made by Wendy and seconded by Cathy to proceed with the flagging of the property lines at the $225 cost to determine whether the flower bed in question is located on HOA common grounds or within the homeowner’s property line.

o There are some flags out now (a couple behind my home near the common area and in my next-door neighbor’s front yard). Do they have anything to do with this issue? No. During the maintenance check of the irrigation system, the contractor uses red and orange flags to identify work that needs to be done, such as heads needing replacing.

o Is that survey for one plot or for the ~~parameter~~ perimeter of the pond? It is only one property which backs up to the pond. Doesn’t the common area run about 15-20 feet from the pond? The distance varies; however, the HOA book includes a copy of a map which shows the common areas in the community. If there are any questions about the true distance/definition for a specific area or a desire to see the egress/ingress to the pond(s), the Board has a large plat that we would be happy to arrange a meeting for them to see.

· Reiteration of Courtesy Request. No member should show up at a board member’s house. Please be respectful and call first if you wish to speak in person. Any written information for a board member specifically for board business should be directed to the HOA post office box or HOA email account. No board information or requests should be directed to the board member’s home address.

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

The Board acknowledged and welcomed Mr. Santoni’s Brother to the neighborhood.

Can the landscaper cut the grass to include cutting the clover too? Not sure if the contractor has sprayed for clover yet because there have been so many problems with the soil temperature and the rain. Will pass on to the contractor, to try to adjust the cutting to accommodate removal of the clover.

Lawn care contractor seems to be better, but question getting them to lower the mower settings – worse thing you can do for ~~clover~~ a lawn. Except for their supervisor (Steve), Delmarva Lawn Care has all new lawn workers. The board agrees that they appear to be doing a better job and appreciates the feedback. Will convey all concerns to see what measures they feel are appropriate.

There being no further business, the meeting was adjourned at 7:17 p.m.

· Next Meeting: The next Board of Directors meeting is scheduled for July 12, 2021.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 12-July 2021 as amended

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

April 5, 2021

Meeting Location: Cross Pointe Church of the Nazarene

_________________________________________________________________________________________________

The meeting followed the adjournment of the Additional Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:20 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), and Sue Revelle (Member At-Large). Absent: Wendy Bailey (Member At-Large).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

There were two (2) members in attendance: Evan Lane and Mark Tyler.

President’s Report:

· Board of Directors – Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have four (4) board members.

o No nominations were presented on the floor during the Annual Meeting.

o Incumbent Wendy Bailey ran unopposed.

The Board Members agreed to positions for 2021 – 2022 as outlined below.

2020 Officers
President	Robert Holland
Vice President
Treasurer (Acting)	Robert Holland
Secretary	Karon Dennis

· Wendy’s position on the Board was confirmed as an At-Large Member, whose term would expire in 2024.

· Sue agreed to continue as Welcome Committee Chairperson.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of April 5^th disclosed combined assets in our checking and savings accounts at $342,252.40 (●Bank of Delmarva [checking] $197.45; ●Money Market Bank of Delmarva [operating account] $117,395.25; ●Reserve Fund CD at First Shore Federal $133,905.41 and ●Reserve Fund [checking] at Bank of Delmarva $90,754.29). With an accounts receivable adjustment (-$132.73), the Total Current Assets are $342,119.67.

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – April 5, 2021) delivered to the Board under separate cover showed Total Income ($133,454.58) and Total Expenses ($29,922.57).

Secretary’s Report:

· Board of Director’s Meeting Minutes: The Board unanimously approved the motion made by Sue and seconded by Robert, to approve the minutes from the October 12, 2020 meeting.

o Action Item: Karon to redistribute the amended/approved minutes to all the Board Members and update the Website.

Open Discussion: Homeowner’s Concerns/Comments:

Expression of Gratitude, Concern and Encouragement: (1) Evan thanked the Board, specifically Robert and Karon, for their continued service to community. He further stated, “Having served on the board in the past, people do not realize what it takes. You all are doing a fantastic job and I appreciate it.” (2) Concern would be when Board Members decide not to run anymore. What happens? Most likely a property management company would have to be paid causing an increase in annual assessments. Also noted that a management company would not have the interest of the community’s welfare as members would. (3) How can we encourage homeowners to be interested enough to participate in meetings, especially to meet a quorum? Suggestions included giveaways to attend meetings (TV, glassware, money); serve food/treats at the meeting. Promote attendance by homeowner getting a ticket each time they attend a Board meeting; winning ticket can be drawn at the Annual Meeting for gift/prize. The Board will take these suggestions into consideration and continue to work further to engage homeowner’s attendance.

· There being no further questions, the meeting was adjourned at 7:31 p.m.

· The next scheduled Board of Director’s meeting is May 10, 2021.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 10-May 2021

2020

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 12, 2020

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:37 p.m.

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary), Sue Revelle (At-Large Board Member). Wendy Bailey (At-Large Board Member) was absent.

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Jarvis Cain, Curt Williams, Judith Jones, Barbara Powell, Mark Tyler, Evan Lane, Tony Santoni and Roland Landau. [8 present]

President’s Report:

· General Statement: This Board, as everyone knows, is strictly volunteer. We have always looked/asked for people who could help. We are reaching out and announcing again our needs to the membership. We are missing a couple of board members and are calling for someone who might do financials (accounting) and also anyone interested in, or have a basic knowledge of, gardening/lawn care and/or irrigation. Perhaps individuals with the right skillsets reside in the neighborhood and may be willing to help make our community shine. If we don’t have people come forward, we may have to move toward securing a management company. There is a cost to that option which would be borne by every homeowner. If people with ability don’t step forward, 2021 may be the year where we secure a management company, resulting in an increase of operating costs.

· Community Yard Sale: We had good participation in last week’s community yard sale. It was a nice day with good weather. When conditions allow, our yard sales are typically the first Saturday in May and October. Dates for 2021 follow: SPRING: May 1^st; Rain Date May 8^th; FALL: October 2^nd; Rain Date October 9^th.

o Action Item: Karon to post the 2021 Spring Community Yard Sale date on the HOA Website.

· Contract Extension – Delmarva Lawn Care: Board agreed to a contract extension with the HOA lawn care servicer which also carried over our irrigation services. The costs of the extension is reflected in the preliminary 2021 budget handout. [Refer to Executive Summary - Lawn & Irrigation Contact Proposal under Secretary’s Report for details.]

· Irrigation and Lawn Services: In general, Delmarva Lawn Care’s response to homeowner’s concerns were usually addressed within the same day or with 24 hours. Irrigation continues to be a key issue because it is a community system as opposed to individual property systems. A lot of time homeowners get disgusted when we can’t adjust the system for their specific needs, but we try to use an expert opinion (the irrigation servicer) to run it at the proper times. We are happy to address any membership questions or concerns now or later when the floor is open to New Business.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since Last BOD Meeting: Robert gave a brief account of the nine (9) proposals submitted for review by the ARB Committee since the last report provided on July 13, 2020.

	Date Submitted	Date Approved	Location	Description	Review/Approval Period *[Business Days]*
1.	7/25/2020	7/29/2020	6013 Bell Creek Drive	Ø Hand Rail	4
2.	8/4/2020	8/7/2020	6092 Fuller Lane	Ø Landscaping, Walkway, Deck & Patio	3
3.	9/1/2020	9/1/2020	6047 Bell Creek Drive	Ø Painting Shutters similar color No approval necessary	1
4.	9/4/2020	9/7/2020	28060 Cross Creek Drive	Ø Landscaping	1
5.	9/10/2020	9/15/2020	6199 Tarry Town Road	Ø Fence	4
6.	9/17/2020	9/22/2020	28064 Cross Creek Drive	Ø In-Ground Swimming Pool	3
7.	9/11/2020	9/24/2020	6094 Tarry Town Road	Ø Paving Area (previously installed)	9
8.	9/28/2020	10/6/2020	6199 Tarry Town Road	Ø Planting tree where shrub had been No approval necessary	6
9.	10/07/2020	10/08/2020	28122 Van Tassel Drive	Ø Patio	2

Secretary’s Report:

· July Board of Director’s (BOD) Minutes: A motion was made by Sue to approve the Draft of the July 13, 2020 minutes, as distributed. Motion was seconded by Robert. The minutes stand approved, as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. An approved copy will be sent to each Board member and the HOA Website will be updated accordingly.

· Record of Executive Session: Unlike traditional board meetings, executive sessions are held by the HOA Board to discuss privileged or confidential material. Karon reported to the members present that since the last Board meeting held in July, the Board went into an executive session via electronic communication to discuss the lawn maintenance contract with our third party vendor and to take action accordingly. A brief summary follows:

Date Submitted

Date Approved

Contractor(s)

Description

08/30/2020

Delmarva Lawn Care, LLC

7864 Bitler Way

Hebron, MD 21830

Ø Purpose of Session: Review the extension of a two (2) year Lawn and Irrigation Contract covering the period January 1, 2021 through December 31, 2022.

Ø The Board reviewed a contract comparison showing the increases between the current year (2020) and the proposed two year term of 2021 through 2022.

Ø The Board took action by unanimous written consent to accept and approve the contract submitted by Delmarva Lawn Care with funding to be integrated in the 2021 and 2022 HOA Annual Budget.

Ø Discussions and approval concluded via electronic mail on 30-August, 2020.

Ø The minutes of the Executive Session was distributed to the Board members on 3-September, 2020.

Sue motioned to approve the Record of Executive Session minutes; seconded by Robert. The minutes stand approved as written.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of October 11^th showed combined assets in our checking and savings accounts at $268,446.15 (●Bank of Delmarva [checking] $1,357.45; ●Money Market Bank of Delmarva [operating account] $39,311.97; ●Reserve Fund CD at First Shore Federal $133,569.66 and ●Reserve Fund [checking] at Bank of Delmarva $94,207.07). With an accounts receivable adjustment (-$567.68), the Total Current Assets are $267,878.47.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– July 11, 2020) delivered to the Board reflected Total Income ($147,132.48) and Total Expenses ($123,257.93), with a Net Income in our working fund at $23,874.55.

· Reserve Fund – Yearly Contribution: A record of the Funds Transfer Request was presented to the Board to show the 2020 annual Reserve Fund contribution of $18,000 was transferred from the Bank of Delmarva Money Market Account to the Reserve Fund account. The bank recorded transaction date was shown as14-September, 2020.

· Delinquency Report: One (1) homeowner who did not pay their 2020 HOA assessment continues to make monthly payments to the collection agency until the debt is paid in full.

· 2021 Proposed Budget – Review and Approval: The Preliminary Budget and Budget Comparison was distributed to the members in attendance [See ATTACHMENT I and ATTACHMENT II made a part of these minutes].

o Robert highlighted the changes from 2020 versus 2021: (a) An increase in Income for Interest on Reserve Fund Investment ($425); (b) Increases in General Expense line items Audit ($50), Contract-Common Area Lawn Maintenance and Irrigation System Maintenance ($2,500 and $1,000, respectively) Office Expense ($170); Web Page ($350). (c) Decreases in Reserve Fund Contribution (-$1,679), Snow Removal (-$500), Legal Expenses (-$60). (d) Expenses - Age Restricted reflect an increase in Contract-Restricted Lawn Maintenance ($5,000). The [Pay as needed] items were overstated in 2020 and therefore, adjusted for 2021 specifically, Grounds Maintenance ($2,500) and Tree Trimming ($3,500) for a net expense decrease for Age Restricted of $1,000.

o An increase in the number of homes in the Non-Age Restricted Area went from 92 to 95 for a total of 185 community homes.

o Assessment comparison from 2020 versus 2021 …

Dues Assessment	2020	2021
Age Restricted (90 homes)	$1,097	$1,089
Non-Age Restricted (95 homes)	$ 397	$ 400

o “Thanks” extended once again to member Anthony Santoni for the 3-year Budget Comparison document, which he created several years ago and we continue to update and incorporate in our annual budget presentation.

§ Correction: Modify the Budget footer to reflect the change of “2020” to read “2021” Dues Assessment.

§ An Addendum will be generated and affixed to the Reserve Fund Analysis to show that no increase was required for the 2021 Reserve Contribution of $18,821, but was instead reduced by the sum of $2,500 representing the expected 2021 Interest on Reserve Fund CD. As a result, the 2021 net contribution for the budgeted line item Reserve Fund Contribution was shown as $16,321.

o The Board unanimously approved the 2021 Proposed Budget and the reduction of the annual Reserve Fund contribution in light of the interest to be received.

Committee Reports:

· Welcome Committee: Sue reported there were two (2) ladies present out of the six (6) members on the committee. The group continues to work around the current COVID pandemic issues by having the new residents advise how they would be comfortable with a visit. A Committee Member places a telephone call and arrangements on how the gift bag is to be delivered is determined at that time. Since January there have been 18 residents welcomed and it appears we will have several more coming as a result of the signs that are up in the neighborhood.

Unfinished Business:

· Proposed Lighting for the Entrance Sign: Robert reported on the continuing research for solar lighting; can’t find anything in Salisbury. There are options online, however, he prefers to look at a product, especially when the expenditure is going to run $400 - $500. Will continue with the pursuit for the fixture(s) and report outcome as this project moves forward.

· Benches in Common Area: At the July meeting, a member asked about putting a bench at the front pond. The Board brought up potential issues via email, such as, a need for a concrete pad to bolt the bench; maintenance of the bench(es) and surrounding area (trash receptacles); vandalism, safety barriers around the pond; tripping hazard that could lead to a potential suit against the HOA; etc. After outlining these concerns and risks, the Board tabled moving forward with the proposal for a bench or benches within Sleepy Hollow.

New Business:

· Pond #3 and #4 Storm Water Maintenance: Robert reported that the Lawn Committee continues to monitor the storm water management systems within Sleepy Hollow. As a continuation of the Common Area Swale Project that was initiated in 2019, the following proposed swale and slope improvements are recommended.

o   Work Order #1 – Shorescapes – $875: Stabilize the swale area and the concrete outfall structure by adding rip rap (stone) around the outfall structure on Pond #3 (behind 5920 Tappan Lane).

o   Work Order #2 – Shorescapes – $1,225: Two areas being addressed; cut down weeds and stabilize the swale area and concrete outfall that is sinking by adding rip rap (stone) on Pond #4 (behind 5950 and 5957 Fire Fly Drive).

o   Sue made a motion to move forward with the two projects for Ponds #3 and #4. Karon seconded the motion utilizing Shorescapes for a payment of $875 and $1,225. Funds would be drawn from the Reserve Fund to cover the maintenance to the community’s Storm Water Management systems. Draws for this project will be 50% at start of project and 50% at conclusion after a satisfactory inspection of the work completed.

· Tree Trimming: Robert provided a maintenance update on the community trees. The common area trees closest to Sleepy Hollow Drive were trimmed by Adams Tree Care about a month ago. Recently, they also did trimming maintenance on the “street trees” (river birches) in the Age Restricted section of Fire Fly Drive. Within the next couple of weeks, our Lawn Service contractor (using their tree service sub-contractor) will be doing the crepe myrtles and small trees in both the Common and Age Restricted areas. Homeowners are asked to use the link on the Website [Reporting Lawn or Irrigation System Problems/Concerns] if they have a special request(s) or question what work will be done on their property.

· Planting Project at Front Entrance: A planting project will commence on October 13^th – shrubs, plants and grasses will be placed where the flags are displayed at the front entrance of Sleepy Hollow. Fifty percent of the funding for this project comes from the lawn care contract and the balance will come from funds we have on hand for this work.

Open Discussion: Homeowner’s Concerns/Comments:

There is a 20 ft. tree in the middle of my yard that interferes with my view. Can that tree be sold? If the tree is not on common property, you can do anything with it that you want. The tree is located at 5924 Tappan Lane; the owner stated anyone who would like cuttings from it for the holidays (wreaths) are welcome to contact him.

Asked for clarification on the Lawn Contract Expense– Is the fee in the budget for both years –2021 & 2022? The new lawn care contract is for a period of two (2) years. The fee structure in the Preliminary 2021 budget reflect the fees for a one year period. The fee structure/pricing will be identical for 2022.

Are we not supposed to get the same kind/level of lawn service as we did in the prior 15 years with Legendary? For instance, in the spring Legendary would go through the front and string trim the bushes and then spade the edge of the landscape area vs. the grass. String trimmer would come through every week to keep a nice clean line. The new contractor has yet to come through with a spade. This week was the first time they took the string trimmer and turned it vertically to try and delineate the bed. [Refer to email sent to Board for more details] Realize they are a start-up company, and trying to learn. Robert confirmed that Delmarva Lawn Care (DLC) is not a new start-up company, they have been doing this type of work for 13 years; although not with the same personnel. Hard to keep laborers at $15 an hour and get them to show up every week. DLC is new to us and can’t be compared to Legendary because they are less than half the size of Legendary. The only way that the Board/Lawn Committee knows that DLC failed to perform a service is for the homeowner to let us know. That is the only way an issue can be corrected.

Link on the Webpage for Age Restricted and Non-Age Restricted – it says that an email is sent to a person. Does the email go to the contractor? Robert confirmed that when an issue is reported via the Website, a copy of the issue goes to the Lawn Committee Chairperson (currently Robert) and to Sleepy Hollow HOA Board Secretary (currently Karon). Generally, Robert will acknowledge the reported issue with the homeowner and a copy also goes to DLC and Karon. Reported issues are tracked/filed on a monthly basis and available for analysis at any given time by the Lawn Committee representative.

o Karon suggested that a “test” issue be submitted by the homeowner. Upon receipt, she would forward back the email message to the homeowner so he could see its format and how the issue is reported.

In year’s past we had a quality control person for each area – Age Restricted and Non-Age Restricted. That volunteer process didn’t last. The Board and Lawn Committee rely on the Website link to handle lawn and irrigation issues. DLC doesn’t have the same “step sequence” for cutting grass, like Legendary. Our contract for services was not changed, but it is hard to compare DLC with Legendary. Even though we did not get rid of any services, Legendary also had 6 trucks and 15 guys and DLC has 2 trucks and 6 people. That doesn’t mean he shouldn’t do a complete job; he should. We will continue to address all reported issues with Carl Cunningham, Owner of DLC.

The box to describe the problem is limited. Recommended if a homeowner wants to go into more detail about an issue, simply put in the description section a broad statement such as “irrigation head shooting in the air – see email for more details.” Once the detailed email is received at sleepyhollowmd@outlook.com, it will be forwarded on to the Lawn Committee Chair so it is made a part of initial reported issue.

Issue with shrub trimming and when will they mulch for the winter? For clarification, shrub trimming is done four (4) times a year, but not every shrub needs trimming every time. Mulch is done once a year, in the spring; it has never been done in the winter. Note, however, that Carl mentioned that several homeowners have requested mulch be put down before winter. This service can certainly be done by Carl, but at the homeowner’s expense. It is not a part of the annual HOA Assessment Fee. [Refer to HOA Website for monthly Lawn and Irrigation Maintenance Schedule - Mulching Mid to Late March/Early April]

· Meeting adjourned at 7:40 p.m.

· Next Meeting: The Annual and Board of Directors meetings are tentatively scheduled for March 8, 2021.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved on 5-April, 2021

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 13, 2020

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:30 p.m.

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary), Sue Revelle (At-Large Board Member) and Wendy Bailey (At-Large Board Member).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Jarvis Cain, Louise Pillars, Maria Cornish, Paul Hooker, Linda Hooker, Mary Davis, Keith Bounds, Mark Tyler, Roy Sowers, Evan Lane, Cathy Jennings, Lorrie Dollar, Barbara Powell, Judith Jones, Gail Fykes, Wendy Poteet Rager, Robin Poteet Hirsch, Allen Twiford, Bunny Twiford, and Betty Adams. [20 present]

President’s Report:

· Board of Directors – 2020 Officer Appointments: Robert announced that the board members met following the March Annual Meeting and incumbents remained in their former officer positions.

· Acknowledgement of Cheryl Brophy: Robert officially announced that Cheryl Brophy resigned as a member of the HOA Board of Directors (6-June, 2020). Cheryl served on the Board as Vice President and chair of the Architectural Review Board (ARB) and Social Committee. On behalf of the Board of Directors, Robert thanked Cheryl for her contributions and service to the community.

· Irrigation and Lawn Services: Our new Lawn and Irrigation service contractor (Delmarva Lawn Care) is a smaller company than our former servicer, Legendary Landscape. After a slow start, input received shows they have approved since the season started. They continue to respond to homeowner’s needs and overall, are doing a good job. Based on feedback, the irrigation contractor has also been very responsive. Unless an emergency, he has set aside two (2) days a week to repair items assigned to him. It is hard to adjust the irrigation system, but we attempt to accommodate individual homeowner’s needs. The irrigation schedule and any changes to timing are put on our Website and the social network, Nextdoor.com. On occasion, the system may be stopped a day (or maybe two) due to excessive rain. We generally do not update those on-line sites unless there is a significant adjustment to the initial schedule.

· Community Yard Sale: This summer’s yard sale was cancelled, but homeowner’s were not prevented from have one independently. Our fall community yard sale is set for October 3^rd with a rain date of October 10^th. This event will be posted on our Website, Nextdoor, and advertised in the local newspaper.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since March BOD Meeting: Robert gave a brief account of the eight (8) proposals submitted for review by the ARB Committee since the last report provided on March 9, 2020.

	Date Submitted	Date Approved	Location	Description	Review/Approval Period *[Business Days]*
1.	3/09/2020	3/25/2020	6013 Bell Creek Drive	Ø Ginkgo Tree with established bushes	12
2.	3/26/2020	3/27/2020	5920 Tappan Lane	Ø Fireplace	1
3.	3/29/2020	3/30/2020	6147 Tarry Town Rd	Ø Painting	1
4.	3/14/2020	4/27/2020	28045 Cross Creek	Ø Shed	31
5.	6/03/2020	6/26/2020	6042 Tarry Town Rd	Ø Deck Remodel	17
6.	6/13/2020	6/14/2020	6045 Tarry Town Rd	Ø Private Irrigation Well	1
7.	6/20/2020	6/20/2020	6092 Fuller Lane	Ø Tree / Plantings	1
8.	6/09/2020	7/10/2020	6025 Fire Fly Drive	Ø Handrail	1

Note to File: There are now a total of four (4) private irrigation wells in the community.

Secretary’s Report:

· Compliance with Title 11B of the Maryland Homeowner’s Act: On March 30, 2020, we received an acknowledgement from our new Board Member, Wendy Bailey that she has read and understands the terms set forth by the State of Maryland regarding conducting board meetings, specifically closed meetings.

· March Board of Director’s (BOD) Minutes: A motion was made by Sue to approve the Draft of the March 9, 2020 minutes, as distributed. Motion was seconded by Wendy. The minutes stand approved, as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. An approved copy will be sent to each Board member and the HOA Website will be updated accordingly.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of July 13^th showed combined assets in our checking and savings accounts at $298,755.99 (●Bank of Delmarva [checking] $1,152.39; ●Money Market Bank of Delmarva [operating account] $83,583.56; ●Reserve Fund CD at First Shore Federal $133,234.75 and ●Reserve Fund [checking] at Bank of Delmarva $80,785.29). With an accounts receivable adjustment (-$507.68), the Total Current Assets are $298,248.31.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1 – July 13, 2020) delivered to the Board reflected Total Income ($145,804.67) and Total Expenses ($91,560.28), with a Net Income in our working fund at $54,244.39.

· Certificate of Deposit (CD) at First Shore Federal: Our CD ($132,936.91) was renewed in April for an additional 60 month term at an interest rate of 1.00% and the annual percentage yield of 1.00%. New Maturity Date is April 9, 2025.

· Confirmation of Wheatley Agreement for 2021 and 2022 Audit/Reconciliation: As part of our year-end reporting and taxes, we have a company that completes a “compilation” (simplified audit) and our taxes. As a result of extra income received in 2019, the HOA paid $58 income tax. The CPA submitted a new two year contract for tax preparation and compilation for 2021 and 2022 at $1,450 and $1,500, respectively. After the Board’s review on June 22^nd of the standard agreement and new pricing proposal, Robert signed the contract from Philip P. Wheatley, CPA.

· Delinquency Report: Eight (8) homeowners did not pay their 2020 HOA assessment; those accounts were subsequently sent to the collection agency. All but two (2) homeowners paid in full. Of the two, one is making monthly payments to the agency, and the other account should be resolved before months end.

Committee Reports:

· Welcome Committee: Sue reported that in the last four (4) months the Welcome Committee have visited eight (8) new homeowners and have two (2) more to go. Because of present conditions, a Committee Member places a telephone call to the homeowner to let them know we have a gift for them and makes arrangements on how the bag can be delivered. This also provides an opportunity to engage in a conversation and answer any questions they may have. This process has been working out well and is comfortable to the committee members.

Unfinished Business:

· City of Salisbury – Recycling Schedule: The City recycling pick-up in our community is still suspended due to the COVID. However, you may continue to deposit recyclable materials in the City’s recycling containers located a convenient drop-off stations. For new members, the closest location is the Extension Service Recycling Drop-off Center, 28644 Old Quantico Road.

· City of Salisbury – Code Enforcement: The Housing & Community Development Department (HCDD) is made up of three departments: Code Enforcement, Neighborhood Relations and Housing First. Code Enforcement administers city property maintenance and zoning codes along with landlord licensing ordinances. They can site property for violations such as porch/decks deterioration, green mold on your siding, boat parked in a driveway or vehicle parking on the wrong side of the street. Any citizen can call or post a violation on the City’s website. The City is very responsive and will report back results of their findings. The City Police Department is responsible for street parking violations. Contractor signs can be displayed in your yard for seven (7) days after completion of work. Political signs are allowed at certain times – so many days before/after an election event, otherwise HCDD will enforce ruling. [Refer to May 6, 2019 Board of Director Meeting Minutes – Signage in the Community]

· Manhole on Tappan Lane: A member mentioned at our March Annual Meeting that there was a sinking manhole on Tappan Lane. To date, we have not been able to identify where the cover is located. We ask that anyone who knows the location to please leave a message on our HOA phone service or contact a Board member so that we can take the necessary steps with the City to correct this potential hazard.

New Business:

· Proposed Lighting for the Entrance Sign: At one point in time, someone suggested putting a light on the entrance sign. Robert spoke with Tim Mast (electrician who did work during development) who estimated the installation cost at $3,000 to run from the stub-up, to a meter and breaker boxes. Once mounted, we would incur monthly electricity usage billing. Further explored solar lights designed for entrance-type signs. It is believed that for less than $500, we can have sign illuminated on both sides by this option. Discussions followed: Sounds like a good idea. How long would the lights burn? Dusk to dawn, or some better ones can be controlled. May find after research that it may not be worthwhile. Do we have funds? Robert and Wendy to review budget percentages together. Robert made a motion that he be allowed to pursue getting costs on solar lights with final approval to purchase, up to $500, after all information is conveyed to the Board. The motion was seconded by Sue and unanimously approved as stated.

· City of Salisbury – Pond Inspection [April]: The annual pond (storm water management) inspection was conducted by the City (usually done every three years). The inspector called to report he found growth around the outfall structure on Pond #5 (closest to the farm—between Bell Creek and Cross Creek) that needed to be removed. We contracted Adams Tree Service and notified the City once the work was completed. After another inspection, we were informed that we are in compliance and thanked for doing a good job.

· Well #2 near Van Tassel [May]: We have two (2) wells and two (2) pumps on Van Tassel. When our irrigation contractor started up the system this spring, it was discovered that Well #2B wouldn’t start. Somerset Well Drilling determined that the pump was bad and the controller box needed to be replaced. The installation/replacement costs totaled $6,250; disbursement was drawn from the Reserve Fund. Is there a long-term plan to have back-up wells and pumps for zones? The only back-up plan is the Reserve Fund that goes out for several years. Reserve funds essentially are a savings account and are available for more costly repairs and replacements to keep common area community assets in good repair. They are 14 years old, is there a way to year-by-year add another well/pump that we could switch over, if necessary, in July or August? There is a way, but drilling a new well would not come from the Reserve Fund, instead it would come from our Operating Fund, meaning that dues would go up for all members. From a maintenance perspective, it would be best to replace on an ‘as needed’ basis. We do keep up with day-to-day expenses, e.g., replace irrigation heads, solenoids, and control boxes, etc. Those costs are drawn from the general maintenance operating expense fund. On another subject, we are currently analyzing the number of zones on a well and considering splitting the number assignment. For instance, an existing well has 30 zones; the new well has 5 zones. Should we split to 20/20 to improve functionality and flow? More on that issue to follow.

· Reminder to be Responsible Dog Owners [Trash/Fecal Matter]: Once again we are reminded that some dog owners are not cleaning up after their pets, or in one case, they cleaned up and used a neighbor’s garbage receptacle on trash day. It was brought to the Board’s attention that an instance occurred recently where a used bag fell out of the trash during the dumpster process. The homeowner had to call the City, who returned and cleaned the street of the waste.

NOTICE: Some dog owners see picking up their dog’s feces as an unnecessary chore. However, it should be seen as an important responsibility that comes with pet ownership. It is actually an important part of keeping our community safe and sanitary. Be a good neighbor ~~ BAG IT ● SCOOP IT ● TOSS IT OUT ~~ Please clean up after your pet to prevent any possible health issues for your family, community members and other pets. Thank you.

Open Discussion: Homeowner’s Concerns/Comments:

Geese and Duck Wildlife Update: Robert continues to speak with the Department of Natural Resources and the Wildlife group headquartered in Annapolis. The Board is comparing costs for the removal of birds against the cost and results of putting chemicals in the pond for clean-up and the serious health hazard. The feeding of ducks and geese can be detrimental to the community. The protected mallard duck population has gone from 4 to 80 in Sleepy Hollow. There is no action/decision by the Board to report at this time.

Pond #1 looks swampy and overgrown. Pemberton Pond is not overgrown; it is left that way on purpose because usually there is no water in the pond and it looks like a big mud hole. We do, however, follow the recommendations of the County Extension Service expert (Ginny Rosencrantz), i.e., the native willow trees are to be left at minimum height of 6 feet. They stabilize the banks, prevent erosion and help keep wildlife away.

Why aren’t the bushes around the entire perimeter of pond (front corner/entrance)? They were never grown there. Eleven shrubs were planted in the corner about six (6) years ago for the purpose of hiding the pond and protecting the bank. There is only one (1) bush left today as a result damage done by the previous landscaper. We do have seven burning bushes on Pemberton Pond which have been there for five (5) or six (6) years. They are more noticeable in early winter when they turn bright red.

Are there any other problems with the ponds – geese vs. ducks? We assume there are ducks that come from Tappan Lane and Van Tassel. In the numbers that we see, they congregate in the shallow end of Pemberton Pond. We like the ducks and geese; it’s the effects of them that are the issue.

Do we have any idea how many geese there are? Seems to be more geese than ducks. Specifically, no. If a time comes and we decide to move forward, the Board would make an agreement with DNR and provide them with specific information. DNR would then come out, perform a survey after which they would report how many geese they can trap. This exercise is usually done during the molting season (mid-June through August) when the geese are unable to fly. The DNR would humanely trap the birds and the meat would be provided to local food banks. They won’t get every one of the birds, and because they are geese, they will continue to nest and grow in number over time.

Are the new landscapers going to trim our hedges in the front? Asking question for my neighbor. The hedges are to be trimmed four times a year. It was done in April. The months for trimming are posted on the Website. NOTE: The landscaper is a much smaller company and would not complete trimming in the community in one day.

How come there were no summer flowers put in to replace the pansies at the entrance? The Lawn Committee is looking at putting in perennials that will provide year round color instead of putting pansies twice a year. Considering putting pansies round the sign too. Most of the grasses have gone away. Our intensions were to do some planting in May, but it got too hot too quickly. We have scheduled some fall plantings – rose bushes and other flowers that will have color throughout the year and some that have color different times of the year.

How does mosquito control work in our neck of the woods? Based on what we was told by other Board Presidents, it is a City issue as to when and where they spray. We will be happy call the City and get back with you. Mr. Hooker stated he had contacted the County, and is waiting for a return call.

o Action Item: Robert to check with the City, call Mr. Hooker as to what they disclose and also report back his findings at the next meeting.

Is hedge trimming done at the front of the house and the side of the house? Age-Restricted homes – front only. The only hedge trimming provided by your HOA fees is front only – corner to corner. Some fronts jog in a little, and we’ve asked the landscaper to cover that. You can ask the HOA landscaper or another independent contractor to do your sides/back, but that cost would be incurred by the homeowner.

Do you have any idea when Pond #1 will be trimmed down? Not right now we don’t, but would expect that Pemberton Pond would be cut sometime in the fall.

When they are cutting the grass, they are supposed to do trimming and edging, correct? Weed whacking across the front where it goes down and up the driveway. Robert had not seen where the landscaper isn’t doing those services. If it is otherwise, give him a note and he will check it out.

Is there anywhere on the Website where you can report things that are not done? On the Website under the <HOME> tab there is an Age Restricted and Non-Age Restricted links to report any issues or concerns. That is the best way to do it – put it in writing. NOTE: The Landscaping and Irrigation Guidelines sent out in April included instructions on how to report an issue on the Website.

· Meeting adjourned at 7:36 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on October 12, 2020 (Budget Meeting) at 6:30 p.m.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved on 12-October,2020

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 9, 2020

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:41 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Cheryl Brophy (Vice President), Sue Revelle (Member At-Large) and Wendy Bailey (Member At-Large).

Quorum present? Yes

Robert acknowledged the Directors in attendance.

The membership was invited to attend, however, no one stayed for this business meeting.

President’s Report:

· Board of Directors – Officer Appointments: The Board votes to designate officer positions at the first meeting of the new board. We currently have five (5) board members.

o One (1) nomination was offered prior to the Annual Meeting (Wendy Bailey).

o No nominations were presented on the floor during the Annual Meeting.

o The new nominee and incumbents, Robert Holland, Cheryl Brophy and Karon Dennis, ran unopposed.

The Board Members agreed to positions for 2020 – 2021 as outlined below.

2020 Officers
President	Robert Holland
Vice President	Cheryl Brophy
Treasurer (Acting)	Robert Holland
Secretary	Karon Dennis

· Wendy’s position on the Board was confirmed as an At-Large Member whose term would expire in 2021.

· Cheryl agreed to continue as the Architecture Review Board (ARB) Chairperson, but not chair the Social Committee.

· Do the committee members remain or do you solicit for new members on a committee? There are two types of committees – Standing and Regular. Standing Committees serve a continuing or permanent function/last forever. Regular (Special) Committees last for the duration of their assigned task and makes its final report/what they were appointed to do, such as the Social Committee.

· What committee type is the ARB Committee? We have never discussed, but would like to see the ARB Committee as a Standing Committee. It was agreed that Committee Chairs would provide the Board with a list of their committee members and submit any changes (additions/resignations) as a matter of permanent record.

· With regard to the Treasurer’s position, would the Board consider a homeowner for the position if he/she were qualified and wanted to be compensated? The Board would need to revisit the requirements previously established for the Treasurer/Bookkeeper position and also ensure that the homeowner met the requirements to perform the duties.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 9, 2020) delivered to the Board under separate cover showed Total Income ($129,202.0) and Total Expenses ($44,336.63).

· Monthly Report: The Balance Sheet as of March 9^th disclosed combined assets in our checking and savings accounts at $329,378.47 (●Bank of Delmarva [checking] $337.59; ●Money Market Bank of Delmarva [operating account] $107,668.45; ●Reserve Fund CD at First Shore Federal $132,217.70 and ●Reserve Fund [checking] at Bank of Delmarva $89,154.73).

· Robert reported that a tree was removed at 6109 Tarry Town Road. The realtor contacted the HOA as the potential buyer of the property questioned who was responsible for its removal. A visit and subsequent measurement of the parcel between the HOA and the farm land clearly showed that the tree was on the HOA’s property line. Adams Tree was contacted and performed the removal service in the same day.

Secretary’s Report:

· Board of Director’s Meeting Minutes: The Board unanimously approved the motion made by Cheryl and seconded by Sue, to approve the minutes from the October 7, 2019 meeting.

o Action Item: Karon to redistribute the amended/approved minutes to all the Board Members and update the Website.

· The meeting was adjourned at 7:55 p.m.

· The next scheduled Board of Director’s meeting is May 11, 2020.

Minutes submitted by Secretary, Karon Dennis

“APPROVEDm” watercolor mark denotes Meeting Minutes approved on 13-July-2020

2019

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 7, 2019

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:31 p.m.

Directors in Attendance:

Robert Holland (President), Cheryl Brophy (Vice President), Karon Dennis (Secretary) and Sue Revelle (At-Large Board Member). Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Jarvis Cain, Gail Fykes, Tony Santoni, John Warrington, Linda Hooker, Paul Hooker, Judi Jones, Barbara Powell, Bunny Twiford, Allen Twiford, Betty Adams, Evan Lane, Lorrie Dollar, Cathy Jennings, Roland Landon, Belinda Poole and Chad Prettyman. [17 present]

President’s Report:

· Irrigation ad Lawn Services: The Lawn and Irrigation Guidelines were sent to homeowners at the beginning of the season. The irrigation system is a community system to maintain the yards/common areas and is not designed for an individual household irrigation method. Our landscaper contractor, Legendary Landscape, sets the schedule and we post the schedule/changes as disclosed in the guidelines.

· Compliance with By-Laws: We have a lot of homeowners who lease their properties. These members are required to notify and provide the board with their tenant contact information. Letters are sent annually requesting this data. [Refer to July 15^th Board of Director’s Meeting Minutes]. Our by-laws reference “members in good standing.” Those who violate the by-laws, that is, don’t comply with the requested information, or are delinquent in their HOA assessments, would be classified as a member not in good standing. If a member is non-compliant, their rights or privileges could be suspended, i.e., not allowed to vote, or their vote not counted, or issues not addressed. [See By-Laws Article II-Section 8a, Article III-Section 6 and Article X-Section 2 for further explanation of a member in good standing.]

· Vacant Lots: We reported previously that there were 17 vacant lots in the community. Four (4) have been sold with 13 still owned by Martin & Associates. Two (2) new homes have new residents; one (1) is under construction nearing completion and one (1) lot has sold with construction pending.

o Action Item: Robert to send a map highlighting the Age-Restricted area to new resident, Mrs. Allan Twiford.

· Street Lights and Catch Basin: (a) The street lights within Sleepy Hollow are being transitioned over to LED in conjunction with a recent renewable electricity project conducted by The City of Salisbury. Robert sent City Representative Tom Stephenson a “thank you” on behalf of the community. (b) Heads up: The City has inspected the catch basin at the entrance to Sleepy Hollow and found it to be “out of kilter.” Location of the basin is shown by the green sprayed markings on the drive. It is not known when work will be scheduled, however, it should be noted that there could potentially be some short-term inconvenience once the project commences.

· 2020 Annual Meeting: Our next meeting will be the Annual Meeting in March 2020. Several Board Member’s terms are expiring. The Annual Meeting Packet will be sent out prior to 31-January which will disclose ballot information as to who is/is not running. Any member interested in being a part of a Nomination Committee or a candidate for 2020 can contact the Secretary via email at sleepyhollowmd@outlook.com.

o The By-Laws state that there should be 5, but no more than 9 members on the board. Is the lack of interest to volunteer the reason for only 4 members on the board at this time? Yes – at one time there were 5 on the Board, but one member left the community. NOTE: As a matter of record, the Board of Director’s statistical history of seated members is shown below:

v November 9, 2015	4 Members
v March 7, 2016	5 Members
v October 10, 2016	5 Members (Vice President left community; New member appointment)
v October 14, 2016	5 Members (President resigned; New member appointment
v March 13, 2017	7 Members
v March 18, 2017	6 Members (Age-Restricted member resigned)
v May 17, 2017	5 Members (Treasurer resigned)
v July 25, 2017	4 Members (At-Large member resigned)
v September 27, 2017	4 Members (Vice President resigned; New member appointment)
v November 5, 2018	5 Members (New member appointment)
v December 3, 2018 to Current	4 Members (Vice President resigned)

o A homeowner in attendance expressed an interest in becoming a board member.

· Proposed 2020 Budget: The proposed budget and budget comparison was handed out to the members present. Robert reviewed General and Contingency Expense line items, highlighting the changes from 2020 versus 2019 and 2018. NOTE: (a) The Lawn & Irrigation Contract number was not available at the time of compilation, therefore, the previous contract numbers were utilized as a benchmark; (b) The 2020 Budget Comparison and Preliminary Budget are made a part of these minutes – See Attachment I & Attachment II.

Ø Robert reported we received notification from Legendary on this date that they will not renew their contract for 2020. The October 1^st letter was read to the membership in attendance. Discussions followed.

Ø Karon informed the Board and membership that the 2008 Reserve Fund Analysis shows a reduction in the annual appropriation for Year 2020 from $20,519 to $18,821. Since interest received from the Reserve Fund Money Market and CD accounts are greater than $821 annually, a motion to reduce the 2020 Reserve Fund Contribution from $18,821 to $18,000 was made by Sue. The motion was seconded by Cheryl and so passed.

Ø Without actual Lawn and Irrigation Maintenance projections, the 2020 Budget remains PRELIMINARY and could not be brought forward and adopted. Immediately upon acceptance of a new contract, the budget will be amended and forwarded to the Board for review and approval through an Executive Session. The final 2020 Budget will be an Exhibit in the 2020 Annual Meeting Packet.

Ø Landscaping & Irrigation Request for Proposal/Bid (RFP/B): The Board will be following up with the previous contractors in the RFP/B to see if they will reconsider submitting a bid now that they would no longer be competing against Legendary Landscape.

Ø Tree on Cross Creek. The tree at the end of Cross Creek as you leave Sleepy Hollow fell during a recent storm. It was not planted by the Developer/Builder nor the HOA; it was planted by the original homeowner. The City came out with a citation against the current homeowner, who questioned the action. The City reviewed their community mapping and stated that it appeared to belong to the HOA, so they then cited the HOA. The cost to fight the City (approx. $500) outweighed the cost of removal (approx. $250), so the Board opted to have the tree removed.

§ Some areas in the community are void of trees. Are there any plans to add trees? There are no plans to plant additional trees in the community. We are required to replace fallen or destroyed trees that are on the Wicomico County Plot Plan; these trees are referred to as “street trees.” Most of those trees are in the Age-Restricted area. There are sections on Bell Creek, Cross Creek, and Tarry Town where the developer never provided/planted trees, however, homeowners have planted trees along the way. Can we as a community add two trees a year so our development would look nice? Yes we could, however, it does come with a cost for the tree planting and maintenance.

Ø Karon referenced that we now have a total of 179 members in the association compared to 175 last year. The increase in the number of Non-Age Restricted Area homes from 85 to 89 will favorably affect the final assessment calculation.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since July BOD Meeting: Cheryl clarified that any changes to a homeowner’s property are required to be reported to the ARB Board so that an on-site visitation can be scheduled to review the proposed plans. Work should not be started until receipt of ARB approval to proceed. There were four (4) proposals submitted for review by the ARB Committee since the last report provided on July 15, 2019.

	Date Submitted	Date Approved	Location	Description	Review/Approval Period *[Business Days]*
1.	7/27/2019	7/28/2019	5973 Tappan	Ø Fence; Plan Revision 8/8/2019	1
2.	8/20/2019	8/21/2019	5974 Fire Fly	Ø Fence	1
3.	9/1/2019	9/3/2019	28081 Van Tassel	Ø Handrail	2
4.	9/14/2019	9/16/2019	28064 Cross Creek	Ø Fence	1

Among the concerns expressed by the ARB Committee are the complaints received about upkeep of a neighbor’s property. Those matters are addressed, but several homeowners have refused to adhere to the ARB request(s). The Committee is not asking for anything out of the ordinary, but simply asking that they follow the by-laws for upkeep of their property. Verbal promises that bushes will be trimmed and a vehicle that’s been sitting for three years will be removed, but it doesn’t happen. We have no teeth in the law to follow-up on problems.

o It was suggested that the Committee check to determine if there are any City Ordinances regarding overgrown shrubs and abandoned vehicles. The City of Salisbury Police Department will enforce those who violate the municipal code. [Salisbury City Police Department Non-Emergency Phone 410-548-3165]

· Social Committee: Cheryl reported that the Social Committee worked hard, did a lot of planning and outside work, but announced that there would be no fall event this year due to what was described as a sliding scale budget. When they asked for funds, the budget went downhill and they couldn’t get it. The committee proposed putting a social committee budget in the yearly budget—one that would not change; one that would be firm and one that the social committee would know what they could spend. We were told we could spend $500, but when we wanted to spend $400 we were told we couldn’t do it. Robert confirmed that (a) the committee had “up to $500 available for the event”, but as Board President, he did deny a single line item expenditure of $435; (b) the sum of $1,000 was added to the yearly budget in 2018 for Community Events.

o Action Item: Members of the Board will meet with the Social Committee in an effort to work out event planning issues and assist in developing rules and procedures for future activities.

Secretary’s Report:

· July Board of Director’s Minutes: The following change in ~~strikethrough~~ and red were suggested for the July 15^th meeting minutes, under the section titled President’s Report | Parking Enforcement:

· Parking Enforcement: Police are cracking down on parking on streets, such as vehicles parking the wrong way, RVs and recreational vehicles and/or cars parking overnight. There are City code/ordinances for residentially-zoned areas. As a citizen, you have a voice and can call the police or file your concern/complaint ~~anomalously~~ anonymously via their Website. When police patrol the community (several officers reside in Sleepy Hollow) they will be looking for violators and also surveilling for safety as a result of a recently reported theft.

A motion was made by Sue to approve the Draft of the July 15, 2019 minutes, as amended above. Motion was seconded by Cheryl and stands approved.

o Action Item: Karon to remove the DRAFT watermark, amend the section President’s Report | Parking Enforcement and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and also posted on the HOA Website.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of October 6^th showed combined assets in our checking and savings accounts at $263,588.50 (●Bank of Delmarva [checking] $710.72; ●Money Market Bank of Delmarva [operating account] $89,518.45; ●Reserve Fund CD at First Shore Federal $130,901.23 and ●Reserve Fund [checking] at Bank of Delmarva $42,458.10). With an accounts receivable adjustment (-$94.39), the Total Current Assets are $263,494.11.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – October 6, 2019) delivered to the Board reflected Total Income ($155,173.74) and Total Expenses ($104,855.36), with a Net Income in our working fund at $50,318.38.

· Delinquency Report: Of the three (3) Non-Age Restricted homeowners who were sent to the collection agency for non-payment their 2019 HOA assessment, one (1) has paid in full; one (1) is making regular monthly payments and the third has been delivered court documents. We should be getting information on the court action shortly.

Committee Reports:

· Welcome Committee: Sue extended a thank you to her committee for going out and welcoming our new neighbors. From February 8^th to October 8^th, there were eight (8) new residents, with a couple more sales on the fringes of closing. Samples were available for viewing of what is included in the welcome packet.

Unfinished Business:

· Tree Trimming Project Update (Dec.2018): The work on Fire Fly approved at the July BOD meeting has been finished. There is one branch on a tree that is in question; the contractor will be returning to take it down. After winter ends, the Board will look at Cross Creek (Age Restricted side) to determine if any trimming is needed. Lot trees (Crepe Myrtles) that are touching houses should be trimmed by Legendary in November. Tree issues or concerns can be reported via the Sleepy Hollow website by clicking on “Reporting Lawn or Irrigation System Problems/Concerns.”

· Goose Over-Population Update: During the molting season, the Department of Natural Resources (DNR) have in the past come into other markets affected by geese (Ocean City/Berlin and the City of Salisbury), trapped the geese, taken them to a processor and then given to food banks. Round up solutions, etc. comes at a cost. The reason this information is being mentioned is the geese affect the ponds. The ponds have to be maintained to satisfy City regulations. We currently apply algae preventer herbicide, some chemicals, to override what the geese leave behind. DNR requires applicants to attempt alternate control techniques to address human-goose conflicts before they are permitted to destroy nests/eggs or round up birds. Board discussion has been about costs, i.e., chemicals or round up. The Board may ask the DNR to perform a study (free service) to determine how we will move forward.

New Business:

None.

Open Discussion: Homeowner’s Concerns/Comments:

You have a line item on the budget for Legal Fees, do you ever pull in a lawyer to handle an issue where your hands are tied? We have a lawyer under contract, however, we try to reframe from using because of the cost involved. In the past we have reached out to outside HOA groups that provide free legal aid to assist us in answering questions that may arise.

Has the Board found anyone to oversee the irrigation system to assist homeowners that needed more/less water? Beginning with the 2019 season, it was announced that Legendary, as the expert, would decide all the run times for the system. The published guidelines disclosed it is a community system and not designed to be changed to suit individual homeowners needs, however, a homeowner could contact Legendary to request special run times. For clarification, if Legendary, or another lawn contractor, has an independent contract with a homeowner and uses the irrigation system outside of the operation schedule, they [Legendary or contractor] would be charged a $50 usage fee. Otherwise, they are not charged a fee to fulfil a special run time request. NOTE: An extract from the 2019 Lawn and Irrigation Guidelines follows:

·       Homeowners will be instructed to contact the Legendary Office directly to request any special or adjusted run times.

·       Legendary nor any other landscaping contactor will not use the community irrigation system outside of the operating schedule to meet the requirements of a homeowner with whom they have an independent contract.

o   A fee of $50.00 will be charged to Legendary or other landscaping contractor for using the irrigation system under those circumstances.

o   The fee will be payable to The Villages at Sleepy Hollow HOA, Inc. by the contractor.

It is hard to get people to participate on Committees or join the Board because it requires time. My suggestion would be that the Board have job descriptions for a Committee defining its responsibilities along with guidelines to follow.

o Action Item: The Board will take this into consideration.

· Meeting adjourned at 8:06 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on March 9, 2020 (Annual Meeting).

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 9-March, 2020

___________________________________________________________________________________________________________

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 15, 2019

Meeting Location: Cross Pointe Church of the Nazarene

The meeting was called to order by the President, Robert Holland, at 6:31 p.m.

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary) and Sue Revelle (At-Large Board Member). Absent: Cheryl Brophy (Vice President).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Roland Landon, Tony Santoni, Roy Sowers, Belinda Poole, Evan Lane, Jarvis Cain, Harold Brown, Donna Brown and Allen Twiford. [9 present]

President’s Report:

· Parking Enforcement: Police are cracking down on parking on streets, such as vehicles parking the wrong way, RVs and recreational vehicles and/or cars parking overnight. There are City code/ordinances for residentially-zoned areas. As a citizen, you have a voice and can call the police or file your concern/complaint ~~anomalously~~ anonymously via their Website. When police patrol the community (several officers reside in Sleepy Hollow) they will be looking for violators and also surveilling for safety as a result of a recently reported theft.

· Status Report – Irrigation and Lawn RFP/Bid: A Request for Bid/Proposal (RFBP) was prepared and sent to four (4) local lawn maintenance contractors (includes Legendary) soliciting bids for services to perform the lawn/grounds maintenance and irrigation system management/maintenance for the HOA commencing in 2020. The RFBP deadline was 12-July, 2019. To date, no bids have been received. A second notice/reminder letter will be sent out requesting their respective proposal by month’s end.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since May BOD Meeting: In Cheryl’s absence, Robert reported that there were four (4) proposals submitted for review by the ARB Committee since the last report provided on May 6, 2019.

	Date Submitted	Date Approved	Location	Description	Review/Approval Period *[Business Days]*
1.	5/16/2019	5/17/2019	6121 Tarry Town	Ø Shed	1
2.	6/6/2019	6/17/2019	6163 Tarry Town	Ø Private Well	9
3.	6/14/2019	On Hold	6173 Tarry Town	Ø Private Well	[Homeowner awaiting further info]
4.	6/17/2019	6/20/2019	5957 Fire Fly	Ø Replacement Deck	2

· Recognition of Two (2) New Committee Members: The Board acknowledged Ms. Cathy Jennings and Ms. Lori Dollar, who have volunteered their time to help better the community by joining the ARB Committee. Our Chairperson, Cheryl Brophy, contacted the homeowners to discuss the ARB activities and operations. We extend our thanks to each of them for stepping forward and helping out.

· Welcome Committee: Sue reported that the Welcome Committee continues to deliver to new residents a Sleepy Hollow Clocktower mug and a packet of information which includes a map of Salisbury and information about what is going on is Salisbury and Wicomico County for the year. (Committee of four)

· Social Committee: Sue informed the Board that no decision has been made regarding an event for the fall. Ideas included a picnic, a festival and closing off one of the streets. A decision is still up in the air. Robert stated that it takes 60 days’ notice to submit an application to get approval to close a city street.

Secretary’s Report:

May Board of Director’s (BOD) Minutes: The following change(s) in ~~strikethrough~~ and red were suggested for the May 6^th meeting minutes, under the section titled New Business | NEW BUILD Construction:

· NEW BUILD Construction: Martin & Associates ~~have started home construction on two~~ has sold three (3) lots in the community. He has also informed the board that he has ~~sold~~ plans to sell several lots to another builder. There were 19 vacant lots: 1 home has been completed (Tarry Town), 2 3 are currently under construction (Cross Creek & Bell Creek) and 1 lot is under contract (Bell Creek) leaving 1614 remaining vacant lots. Martin has reviewed the plans for the one (1) sold lot on Cross Creek (Lot #18) and reported it is very comparable to the neighborhood. Sub-division plans will be followed by the builder/contractor. Martin will be providing the board with information on the other lots as they move forward.

· A motion was made by Sue to approve the Draft of the May 6, 2019 minutes, as amended above. Motion was seconded by Robert and stands approved.

o Action Item: Karon to remove the DRAFT watermark, amend the section New Business | NEW BUILD Construction and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and also posted on the HOA Website.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of July 13^th showed combined assets in our checking and savings accounts at $297,829.74 (●Bank of Delmarva [checking] $42.64; ●Money Market Bank of Delmarva [operating account] $95,326.23; ●Reserve Fund CD at First Shore Federal $130,901.23 and ●Reserve Fund [checking] at Bank of Delmarva $71,559.64). With an accounts receivable adjustment (-$65.31), the Total Current Assets are $297,764.43.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – July 13, 2019) delivered to the Board reflected Total Income ($153,639.14) and Total Expenses ($69,050.44), with a Net Income in our working fund at $84,588.70.

· Delinquency Report: A total of three (3) Non-Age Restricted homeowners have not paid their 2019 HOA assessment and have been sent to the collection agency. NOTE: The foreclosed property on Hessian Way is not included in the unpaid assessment count.

Committee Reports:

· Welcome Committee: Refer to Vice President’s Report | Welcome Committee above.

Unfinished Business:

· Tree Trimming Project Update (Dec.2018): Much needed work was done on Sleepy Hollow Drive at year-end and additional tree trimming in the community was deferred to a later date if funds permitted. The original estimate from Adams Tree Care Inc. for Fire Fly Drive ($2,000) expired. A new estimate has been secured totaling $1,800 for the identical work (trim [street] trees on Fire Fly starting at 5998 through the cul-de-sac ending at Raynor Dr). The task will be targeted for completion before fall.

· Sue made a motion to accept the new quote from Adams Tree for $1,800 to cover tree trimming on Fire Fly Drive. The motion was seconded by Karon and approved.

o Action Item: An email will be sent to the affected homeowners disclosing the work to be done and timeline.

New Business:

· Common Area Swale Project – Proposed Swale and Slope Improvements: Work Order 1 – Pond #5 [behind 28061 Cross Creek] has some issues that need to be addressed. The Landscaping Committee took pictures and requested bids from Legendary Landscape, TK Construction and Shorescapes. Both Legendary and Shorescapes were too busy to bid/perform the work. TK Construction submitted a bid ($2,050) to replace rip rap at three channels. Funds would be drawn from the Reserve Fund to cover the maintenance to the community’s Storm Water Management systems.

· Karon made a motion that the Board approve the contract received from TK Construction for rip rap on Pond #5 for a total of $2,050. The motion was seconded by Sue and passed.

· Work Order 2 – Pond #4 [Pemberton Pond] has erosion issues that need to be addressed. The same contractors were contacted to submit bids. Legendary was too busy. TK Construction submitted a bid ($3,580) to cover excavation, installation of geo fabric and rip rap, top soil, seeding and mat area around the rip rap channel. Shorescapes submitted a proposal ($1,475) to cut the two swales with box blade, lay silt fabric and install rip rap. Funds would be drawn from the Reserve Fund to cover the maintenance to the community’s Storm Water Management systems.

· Karon made a motion that the Board approve the work on Pond #4 and accept the contract received from Shorescapes for the total of $1,485. The motion was seconded by Sue and passed.

· Non-Resident/Owner Tenant Update Process: There are 10 or 12 Non-Resident/Owners in the community that lease their property. The By-Laws state that we can request copies of their lease, among other things, however, we are only interested in securing the tenant’s contact information (name, email address, phone number) so that we can provide them with information regarding events/activities in the community. Letters (14) were sent recently requesting an update for our records. All but two responded and provided the requested details.

· Confirmation of Wheatley Agreement for 2019 and 2020 Audit/Reconciliation: Every year as part of our year-end reporting and taxes, we have a company that completes a “compilation” (simplified audit) and our taxes. They submitted a new two year contract for tax preparation and compilation at $1,375 for 2019 and $1,400 for 2020. Robert will be signing the contract from Philip P. Wheatley, CPA.

Open Discussion: Homeowner’s Concerns/Comments:

Is there enough money in the general fund that we could get a name card printed for Miss Sue for these meetings? Karon will print another name card for Sue for the next Board meeting.

Has Sleepy Hollow considered purchasing foreclosured property, rehabbing and reselling it? The Board is not aware of that type of project being considered or even talked about in the past.

Landscaping – can the contract be modified to leave the clippings alone? There is an expense to haul the clippings away. The clippings could be left alone relatively neat and utilized for free fertilizer instead. Sue thought that the clippings would/might cause mold or mildew, especially during a wet season like we are currently experiencing. Robert was not sure why that decision was made to remove grass clippings, but will bring up that question during the landscaping contract negotiations.

· Meeting adjourned at 7:24 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on October 7, 2019 (Budget Meeting) at 6:30 p.m.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 17-October, 2019 as amended

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 6, 2019

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:37 p.m.

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary) and Sue Revelle (At-Large Board Member). Absent: Cheryl Brophy (Vice President).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Jarvis Cain, Barbara Powell, Judi Jones, Roland Landon, Nancy White, Lorrie Dollar and Cathy Jennings. [7 present]

President’s Report:

· Board of Directors – Officer Appointments: Robert announced that the board members elected to remain in their former positions with the addition of Cheryl Brophy assuming the role of Vice President for 2019. He also promoted volunteer opportunities on the board and/or committees that interest the members where they feel they can make a difference.

· Irrigation and Lawn Services: Our contract with Legendary Landscape ends this year. A Request for Bid/Proposal (RFBP) has been prepared and sent to four (4) local lawn maintenance contractors (includes Legendary) soliciting bids for services to perform the lawn/grounds maintenance and irrigation system management/maintenance for the HOA. The RFBP carries a deadline to submit their proposal for review and consideration. Any member interested in knowing who the RFBP was mailed to can contact Robert or the HOA phone/email and request a copy of the contractor’s list. Otherwise, a status report of the results from each prospective contractor will be provided at the next Board of Director’s meeting.

· Vehicle Parking: A complaint has been received regarding parking commercial vehicles on the streets in the community. The board referred the homeowner to the City of Salisbury and reminds everyone that there is a city code/ordinance against parking certain vehicles in residentially zoned areas. The City of Salisbury Police Department will enforce those who violate the municipal code. [Refer to Salisbury MD Charter & Municipal Codes, Title 10, Section 10.32.040]

· Signage in the Community: Many homeowners have been making improvements to their property (construction, power washing, etc.) and their contractor may have placed a sign in their yard advertising their work. The By-Laws prohibit displaying signs, however, no one will say anything while the work is being done. If the yard sign is displayed weeks after the work has been completed, please remove it in order to be in compliance with the HOA regulations. [Refer to Declaration of Covenants, Conditions and Restrictions (CC&Rs), Article VIII – Rules and Regulations, Section 6. Signs]

· Community Yard Sale: The spring yard sale was held last Saturday. The next event in the fall is set for October 5^th; Rain Date October 12^th.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since March BOD Meeting: In Cheryl’s absence, Robert reported that there were two (2) proposals submitted for review by the ARB Committee since the last report provided on March 11, 2019.

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

12/14/2018

3/02/2019

6067 Tarry Town Rd

Ø 12 x 18 Shed

Reported in March meeting

4/11/2019

4/15/2019

6013 Bell Creek

Ø Trellis

o Action Item: Cheryl will be contacting the members soon who expressed interest in joining the ARB Committee.

· Social Committee: Cheryl and Sue are working on ideas for a summer community event to bring neighbors together for fun and relaxation. Suggestions are welcome! More to come on what is planned and how you can help volunteer.

Secretary’s Report:

· March Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Sue to approve the Draft of the minutes dated March 11, 2019, as circulated. Motion was seconded by Robert and stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.

· Community Bulletin Board: The newly erected bulletin board, located on the back side of the Clocktower on Sleepy Hollow Circle, was recently “dressed” with the 2019 HOA BOD meeting schedule, minutes and miscellaneous postings. In addition to the Website, members can access notices and information at this location.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of May 6^th showed combined assets in our checking and savings accounts at $318,346.41 (●Bank of Delmarva [checking] $443.45; ●Money Market Bank of Delmarva [operating account] $115,090.39; ●Reserve Fund CD at First Shore Federal $130,254.99 and ●Reserve Fund [checking] at Bank of Delmarva $72,557.58). With an accounts receivable adjustment (-$65.31), the Total Current Assets are $318,281.10.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – May 6, 2019) delivered to the Board reflected Total Income ($152,862.40) and Total Expenses ($47,745.53), with a Net Income in our working fund at $105,116.87.

· Delinquency Report: A total of five (5) homeowners who had not paid their 2019 HOA assessment were sent to the collection agency. Before the agency commenced processing the accounts for non-payment, two (2) homeowner’s fees were received by the HOA. To date, there are three (3) outstanding unpaid assessments. NOTE: The foreclosed property on Hessian Way is not included in the unpaid assessment count.

Committee Reports:

· Welcome Committee: Sue reported that there are two (2) visitations open and one (1) new neighbor that has just moved in that will be assigned to a committee member to visit and leave a welcome gift/pamphlet.

o Action Item: Karon to provide Ms. Powell, Committee Member, with the correct house number for the new resident at Fuller Lane. COMPLETED 05-07-19

Unfinished Business:

· Irrigation and Lawn Service Guidelines: An updated guidelines document was forwarded to all members via email on May 2, 2019. Currently, the irrigation system is not on.

o Action Item: Karon committed to send a global email notification when the system is activated for the 2019 season.

Future changes to the schedule will be communicated via the Website, community bulletin board and NextDoor.com, per the published guidelines. An HOA liaison has not yet been assigned; awaiting a response/decision from a member who volunteered at the annual meeting.

New Business:

· NEW BUILD Construction: Martin & Associates have started home construction on two lots in the community. He has also informed the board that he has sold several lots to another builder. There were 19 vacant lots: 1 home has been completed (Tarry Town), 2 are currently under construction (Cross Creek & Bell Creek) leaving 16 remaining vacant lots. Martin has reviewed the plans for the one (1) sold lot on Cross Creek (Lot #18) and reported it is very comparable to the neighborhood. Sub-division plans will be followed by the builder/contractor. Martin will be providing the board with information on the other lots as they move forward.

· Common Area Swale Project: Pond #4 on Bell Creek & Cross Creek towards the farm has some issues that need to be addressed. The Landscaping Committee has taken pictures and plan to secure bids from two contractors on the work that needs to be done.

· Fallen Tree: A Leyland cypress tree fell behind 6031 Fire Fly recently. Adams Tree Service responded quickly to remove it from the premises/common area.

Open Discussion: Homeowner’s Concerns/Comments:

Concerns on Upkeep of Property. The Board acknowledged receipt of concerns submitted about the lack of upkeep of surrounding yards. The issue was forwarded to the ARB Committee. The Committee Chairperson (Cheryl) will be in contact with the homeowner about how their concerns will be addressed.

City Surveillance of Property: It was reported in the March 2019 Annual Meeting Minutes that city personnel would be travelling through the community and siting properties that are in violation of code ordinances (moss growing on siding, etc.). This action was completed and several citations were posted. Homeowners have a specific timeframe to correct the violation before a fine is assessed. NOTE: This action is taken independently by the city with no influence or requests by the HOA membership or HOA Board.

Landscaper Query: The landscaper mulched the front of my property (Tappan Lane), but did not do anything to the back of my home. Is that the way it is supposed to be? The HOA Landscaper is only required to mulch the front of the home, what they refer to as “existing beds.” In addition, they are required to edge and prune the front lawn. Anything outside of that is a “homeowner add.” You can contract with them or hire another landscaper to perform that work.

· Meeting adjourned at 7:25 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on July 15, 2019 at 6:30 p.m.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 15-July, 2019 as amended

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 11, 2019

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:21 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large) and Cheryl Brophy (Member Non-Age).

· Quorum present? Yes

Robert acknowledged the Directors in attendance.

The membership was invited to attend the meeting. One member was present: Joyce Holland.

President’s Report:

· Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2019 - 2020. The Board votes to designate officer positions – President, Vice President, Secretary, and Treasurer – at the first meeting of the new board. We currently have four (4) board members. No nominations were offered prior to or during the Annual Meeting. Incumbent Sue Revelle ran unopposed. The Board Members agreed to positions for 2019 – 2020 as outlined below.

2019 Officers
President	Robert Holland
Vice President	Cheryl Brophy
Treasurer (Acting)	Robert Holland
Secretary	Karon Dennis

Secretary’s Report:

· Board of Director’s Meeting Minutes: The Board unanimously approved the motion made by Cheryl and seconded by Sue, to approve the minutes from the November 5, 2018 meeting with amendments to correct the date of the Spring Yard Sale as being Saturday, May 4^th, with a rain date of May 11^th.

o Action Item: Karon to redistribute the amended/approved minutes to all the Board Members and update the Website.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 11, 2019) delivered to the Board under separate cover reflected Total Income ($145,298.89) and Total Expenses ($25,354.61).

· Monthly Report: The Balance Sheet as of March 11^th showed combined assets in our checking and savings accounts at $333,211.92 (●Bank of Delmarva [checking] $977.38; ●Money Market Bank of Delmarva [operating account] $130,716.04; ●Reserve Fund CD at First Shore Federal $128,972.06 and ●Reserve Fund [checking] at Bank of Delmarva $72,546.44).

· The meeting was adjourned at 7:34 p.m.

· The next scheduled Board of Director’s meeting is May 6, 2019.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 6-May, 2019

2018

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

November 5, 2018

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:32 p.m.

Directors in Attendance:

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

· Quorum present? Yes

· Announcement of New Board Member: Robert announced that Cheryl Brophy has volunteered to take the Non-Age Restricted seat on the board, with a term expiration of 2020. The Board welcomes her expertise and community service experience. [After this announcement, Cheryl joined the other board members at the front table.]

Robert welcomed the Homeowners in attendance:

· Kathy Walker, Jarvis Cain, Anthony Santoni and Gail Fykes. [4 present]

President’s Report:

· Irrigation and Lawn Services: (a) Lawn care services, except for weeds, is pretty much done for the year, including the irrigation. Anticipate a lot of changes by the next irrigation cycle. (b) Outstanding fall work is tree trimming, scheduled on the contract for November. (c) Richard took the floor to convey his feelings regarding Legendary’s performance over the last several months, specifically in regard to the irrigation system. He advocated that we need to take action in two parts

1. Prepare a community document on how the irrigation system works. Form a small working group (comprised of members from the Age-Restricted and Non-Age Restricted areas) to ●briefly define the use of the irrigation system, ●who is in charge of the system/what are their responsibilities ●how and to whom issues are reported, ●develop and communicate a clear policy on what the system is used for, who it is for, when people can expect the system will be operated efficiently, ●fertilizing and/or reseeding lawns to take advantage of system run-time.

§ Timeframe for completion: Rules and regulations must be communicated prior to next year’s lawn cycle period – March 2019.

2. Form a Committee to work on securing bid proposals for a 2020 Lawn Maintenance Contractor. Includes preparation of a Request for Proposal (RFP), identifying local contractors, forwarding RFP, reviewing responses and making a recommendation to the Board. The current Legendary Landscape contract expires on 29-February, 2020.

§ Timeframe for completion of task: We are required to have the new 2020 contract finalized by September, 2019 so that the 2020 HOA annual assessment fees can be calculated.

o Action Item: Actively seeking persons for the Landscaping Committee during the winter months to help with these two initiatives.

· Holiday Caroling Event: Gail Fykes, Committee Chairperson, announced that this year’s caroling event is set for Sunday, December 9^th. Committee members are Linda Meyer and Kathie Robinson. Looking for adults and young people to participate in the event so that we can have two groups to sing for each area in the community (Age-Restricted and Non-Age Restricted). All interested singers can contact Gail at 410-546-9040 ~ No Auditions Required!

o Action Item: Hope to have notice of social event sent via email blast before Thanksgiving.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since October BOD Meeting: Richard reported that there two (2) proposals submitted for review by the ARB Committee since the last report provided on October 8, 2018.

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

10/08/2018

Denied 10/16/2018

5967 Tappan Lane

Ø Paint shutters/door different color on cottage home

Ø Contingency approval if adjoining home also changes their color

10/16/2018

6025 Fire Fly Drive

Ø New screened porch

· HOA Phone Line: Richard reported in the last 28 days we received four (4) phone calls: Three (3) dealt with the irrigation system and one (1) question regarding the lot size of their property.

Secretary’s Report:

· October Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Richard to approve the Draft of the minutes dated October 8, 2018, as circulated. Motion was seconded by Sue and stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – November 5, 2018) delivered to the Board reflected Total Income ($158,561.37) and Total Expenses ($110,712.77), with a Net Income in our working fund at $447,848.60.

· Monthly Report: The Balance Sheet as of November 5^th showed combined assets in our checking and savings accounts at $245,629.76 (●Bank of Delmarva [checking] $10,161.09; ●Money Market Bank of Delmarva [operating account] $77,469.93; ●Reserve Fund CD at First Shore Federal $128,972.06 and ●Reserve Fund [checking] at Bank of Delmarva $29,026.68).

· Yearly Budget Comparison: Mr. Tony Santoni prepared a document showing the 2018 versus 2019 budget line items for the Board’s review. Robert and Richard extended the Board’s appreciation and gratitude to Mr. Santoni for his contribution of time and effort to provide this detail. We will look at including a similar supplemental at the next year’s budget review meeting.

Committee Reports:

· Welcome Committee – Flag Display: Sue reported that the committee has scheduled the week of November 5^th to put out the flag display to commemorate Veteran’s Day. This will allow the committee to determine how many flags are available and their condition. A report will follow on whether we need replacements along with the cost, if any, that may be involved. Suzanne Alexander will be assisting Sue in the placement of the flags in the community.

Unfinished Business:

· Mallard Ducks Over-Population: [This is different from the previously reported goose issue.] The population of mallard ducks has increased from four to 40+ as a result of feeding by individuals in the neighborhood. If the food supply remains reliable and adequate for all the ducks over a long period of time, the population can increase from year to year and the birds will become increasingly sedentary. The population of birds on a pond and the food supply are very closely linked. More food means more mallards. Geese are protected birds, but ducks are not. The Board needs to look into how to handle the feeding issue and what steps/costs are involved in relocating the ducks.

· 2019 Community Yard Sales: The event dates will be posted on our Website, Nextdoor and advertised in the local newspaper.

2019 Community Yard Sale		Rain Date
o Spring Amended	May 5 4	May 12 11
o Fall	October 5	October 12

· Storm Water Management System | Pond #1 Drainage: The Board will be reviewing shortly the cost estimates for the replacement of the grate rack at Bell Creek | Tarry Town.

· Common Area Swale Project: Work on the swale drainage issue on the common area behind 28080 Van Tassel which was postponed in July due to the contractor’s schedule and prevailing weather conditions, was completed the week of October 29^th.

New Business:

· Clocktower Painting: Upper vents on the Clocktower are in the process of being painted; work was delayed due to the discovery of wasp nests. Painting will reconvene after the nests are sprayed.

· Parking on Vacant Lots: A lot on Tarry Town has been used for the parking of trailers, boats, and company vehicles. The owner of the lot, William Martin, personally contacted the people involved to tell them no one has permission to park on his property.

Open Discussion: Homeowner’s Concerns/Comments:

Seeking Bookkeeper | Treasurer for the Board. Richard spoke to the membership about a concern – we should be more assertive in securing someone to perform the Treasurer | Bookkeeping duties on the Board. Our President has performed duties of President, Treasurer and Liaison to Legendary for over a year – it’s too much to ask of one person. We need to find someone with financial or booking knowledge to become Treasurer/Bookkeeper and relieve Robert of this burden. If someone in the community would come forward and offer what they may be able to perform, the Board would take their offer seriously.

o Action Item: Board Treasurer | Bookkeeper recruitment

HOMEOWNER’S ASSOCIATION TREASURER

The Villages at Sleepy Hollow Homeowner’s Association (HOA) seeks a homeowner willing to perform the duties of the Board Treasurer to handle the HOA books in the management of 175 properties. Responsibilities include Accounts Payable, Accounts Receivable and monthly financial statements. Organizational and detail-oriented skills are a must. Computer skills in programs such as Microsoft Office (Word, Excel, & Outlook) desired. Knowledge of QuickBooks Pro required. Please respond to sleepyhollowmd@outlook.com or mail the HOA.

The Village at Sleepy Hollow HOA, Inc.

P. O. Box 5004

Salisbury, MD 21802

410-430-9544

· Meeting adjourned at 7:20 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on March 11, 2019 (Annual Meeting).

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved on 11-March, 2019 as amended

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 8, 2018

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:30 p.m.

Directors in Attendance:

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Jarvis Cain, Jane Long, Donna Brown, Harold Brown, Dottie Butler, Barbara Powell, Judith Jones, M. J. Palmero, Evan Lane, Roland Landon, Kathy Walker and Tony Santoni. [12 present]

President’s Report:

· Irrigation and Lawn Services: (a) Lawn care services going along well as we move into the fall season. A few reports were received regarding damage during a recent cutting as a result utilizing a heavy piece of equipment on wet grounds. These issues were investigated by Lawn Committee members and Legendary took steps to correct the homeowner’s concerns. (b) The Board expected to receive an updated irrigation schedule from our landscaper today, however, they were not on property. As soon as the schedule is known, a notice will be placed on NextDoor.com and the HOA Website. Questions regarding irrigation from members present were deferred until later in the meeting so that we could complete the agenda business items. (c) For a quick response and tracking purposes, the Board continues to appreciate homeowners reporting lawn and irrigation issues through the link on the Website.

· Community Yard Sale: The fall yard sale held on September 29^th was believed to be a success for those who participated. Next year’s spring and fall yard sale schedule will be reported once the dates have been determined.

· Proposed 2019 Budget: The proposed budget was passed out to the attendees for their review. See section titled New Business for discussion points, etc. regarding said subject.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since March BOD Meeting: One (1). Richard reported that there one proposal submitted for review by the ARB Committee since the last report provided on July 16, 2018.

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

7/29/2018

5999 Bell Creek

Ø Front Entrance Handrails

· Social Committee: Richard reported that “Ice Cream Social” held on August 26^th was once again a fun event for the community. There was a total of 67 residents who enjoyed the activities. Expenses for the event came under budget. As Chairman, he expressed his thanks to Committee Members Dottie Harris, Cathy Jennings, Peggy and John Duke, Cheryl and Bill Brophy, Robert Holland and Kathy Walker. Recognition was also given to Chad Crockett for the use, set-up and tear-down of two very large tents and Karon Dennis for communications.

· Social Committee Chairman Resignation: Robert announced that Richard is stepping down as the Social Committee Chairman after performing the duties for the past three years.

· Speaking on behalf of Gail Fykes, Karon reported that Mrs. Fykes would like to Chair a caroling event in December. After a motion made by Sue and seconded by Karon, the Board approved the event and confirm her appointment to chair the “3^rd Annual Caroling Event.” We look forward to her report on the scheduled activity at next month’s Board of Director’s meeting.

Secretary’s Report:

· July Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Richard to approve the Draft of the minutes dated July 16, 2018, as circulated. Motion was seconded by Sue and stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – October 8, 2018) delivered to the Board reflected Total Income ($158,543.11) and Total Expenses ($110,376.99), with a Net Income in our working fund at $48,166.12.

· Monthly Report: The Balance Sheet as of October 8^th showed combined assets in our checking and savings accounts at $245,947.28 (●Bank of Delmarva [checking] $425.02; ●Money Market Bank of Delmarva [operating account] $77,929.86; ●Reserve Fund CD at First Shore Federal $128,972.06 and ●Reserve Fund [checking] at Bank of Delmarva $38,620.34).

· Delinquency Report: At the implementation of the Collection Policy (April), we had 11 delinquent accounts and 2 properties in foreclosure. Current status of the outstanding accounts follow:

Number of Accounts	Status of Delinquency
FORECLOSURE
· One (1)	Ø Received notice of Foreclosure sale set for September 25, 2018; Awaiting final results
DELINQUENT ACCOUNTS
· Two (2) Collection Accounts	Ø Being processed for court action

Committee Reports:

· Welcome Committee: (a) Sue reported that the Welcome Committee has contacted all but 1 new residents; delivery of welcome letter/gift are still pending. (b) Complimentary copies of the 2018-2019 Maryland’s Lower Eastern Shore Directory of Services were available to attendees. The directory is published by MACINC.org. (c) Mrs. Kathleen Walker provided a flyer and spoke about the upcoming MAC (Managing Active Citizens) Festival of Wreaths on November 29^th. Create a holiday wreath and enter into the contest in four categories (1^st place - $100 each category) and Best in Show ($200). Ribbons will be awarded 2^nd place in each category. For more information, call MAC, Inc. at 410-742-0505.

· Anyone interested in participating in the Welcome Committee or Social Committee groups are asked to call the HOA Phone at (410) 430-9544 and leave your name and phone number, or email sleepyhollowmd@outlook.com.

Unfinished Business:

· Damaged Common Area Tree: A vehicle hit and destroyed one of the musclewood trees along Sleepy Hollow Drive last November 2017. The Board contacted the driver who agreed to pay for the damage. After many subsequent follow-ups, we are pleased to report that we received an insurance check to cover the reimbursement for tree removal and replacement ($375). Note: The tree was not on the original City approved plan and therefore was not replaced.

· Storm Water Management System | Pond #1 Drainage: The Board continues its investigation for a lower grate profile that would be esthetically attractive but still allow the passage of water during excessive rain. We are awaiting cost/installation quotations on several profiles. Homeowners affected by the replacement of the grate on (Bell Creek, Tarry Town) will be notified prior to any replacement/construction effort.

· Goose Over-Population Update: Questions arose in the previous Board Meeting regarding the resident goose population. Geese destroy crops, lawns and leaving their droppings. More importantly, they pollute the storm water ponds to the point that the ponds will no longer function as designed resulting in repair costs to the HOA. No action is being taken at this time, however, at some point we will need to address these concerns and find a suitable resolution.

New Business:

· Proposed 2019 Budget: Robert reviewed next year’s budget, highlighting the changes from 2018 versus 2019: (a) slight increases in General Expense line items Audit, Insurance-Liability and Bond, and Meeting Room Rental. (b) The increase in the number of homes in the Non-Age Restricted Area from 84 to 85 also affected the calculation for dues assessment for 2019 [New build on Tarry Town Rd connected to the HOA well and irrigation system.]

o What does the $260 Legal Fees include? We have a lawyer on retainer (no cost) to address any legal action that may arise. The expense would cover legal and collections costs depending on the collection strategy that is used.

Assessment comparison from 2018 versus 2019 reflects no change to the Age Restricted and $1 reduction to the Non-Age Restricted assessment…

Dues Assessment	2018	2019
Age Restricted (90 homes)	$1,337	$1,337
Non-Age Restricted (85 homes)	$ 393	$ 392

A motion was made by Sue to accept the budget. Motion was seconded by Richard. The Board voted and unanimously approved the 2019 Budget as presented.

Open Discussion: Homeowner’s Concerns/Comments:

· Many homeowners in the Non-Age Restricted area work on fall and spring seeding of their lawns. To protect their investment, it is imperative that their lawns be watered regularly. The irrigation system has been off – do we have a schedule when it will be turned on again? We were expecting to receive an updated scheduled from Legendary today, however, they were not on property. As soon as the community-wide schedule is available, it will be published on Nextdoor.com and the HOA Website. Any concerns or questions concerning the system and/or schedule can be directed through the Lawn Maintenance link on the HOA Website.

· Legendary didn’t cut the grass today—the schedule to have my lawn reseeded was contingent on the grass being cut. Now my work is delayed. The preceding week, the cutting of grass was pushed to Tuesday because the grounds were too wet. We can assume that Legendary’s schedule was adjusted this week as a result of this push; and should expect the weekly cutting will be completed tomorrow.

· Request was made to have the Welcome Committee take over the flag display in the community when honoring our Veterans. This would also include flag replacement of damaged pieces. Sue will meet with Jane Long and put together a written report of the task and cost for flag replacement. The report will be presented at the next Board of Directors meeting. It was surmised that the minimal ongoing flag replacement cost could be charged against Community Events.

· Does the board follow Robert’s Rules at meetings? Why are items tabled instead of a decision made at a meeting? We can’t quote all of Robert’s Rules of Order, however, we do follow the guidelines for conducting meetings and making decisions as a group. Otherwise, the board has discretion on what parliamentary procedures it follows. Postponing or tabling a decision on a specific topic may be necessary in order to gather more data in order to make a more informed decision/action.

· Can the HOA hire a private contractor for snow removal to ensure our streets are cleared faster? Costs for utilizing a private contractor would require that your HOA assessment be increased accordingly. The streets are owned by the City of Salisbury. Based on the snow emergency in effect, the City may return to plow the remaining streets. Snow emergency routes and inner City are their first priority. The community plowing priority falls after the emergency and inner City property has been completed. We pay City taxes to receive this service. If the snow is not cleared quickly enough, we all must take action as individual taxpayers and call the City directly. The volume of calls from the community would promote the request for quicker service.

· Meeting adjourned at 7:37 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on November 5, 2018.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved on 5-November, 2018

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 16, 2018

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:32 p.m.

Directors in Attendance:

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Katy Walker, Jarvis Cain, Dottie Butler, Tony Santoni, Roy Sowers, Cathy Jennings, Barbara Powell, Judith Jones, Cheryl Brophy, and Willie Brophy. [10 present]

President’s Report:

· Irrigation and Lawn Services: (a) Appreciate homeowners reporting issues through the link on the Website. Our irrigation is a basic system intended to maintain the lawns; those of us with large flower beds are supplementing with watering by hose or buckets on hot days. (b) Currently, one issue we are faced with is a fungus on the lawns that has been prevalent for years. Treatment of this infection is not included in the budget; these issues are to be handled by the homeowner at their expense with in independent landscaper or contract Legendary directly. (c) Legendary and the Lawn Committee continue to monitor the system and adjust or replace the sprinkler heads, as needed.

· Repairs to Well #5: Prior to the start of summer (May) the control box failed on Well #5. Property owners in the affected zone were notified (Bell Creek, Cross Creek, Tarry Town and Irving Way), the necessary part was expedited and repairs were completed in approximately one week’s time.

· RV’s, Boats and Other Parking Violations: (a) Just a reminder to the membership that the parking of RVs and/or Boats is prohibited on residential streets in Salisbury. Violations can be reported to the City of Salisbury Police Department’s non-emergency number at 410-548-3165. (b) RV’s, Boats and/or Trailers are not allowed to be parked in driveways in this community unless they are parked behind the front property setback line. Violations can be reported to the City of Salisbury Housing and Community Development Department at 410-341-9550.

Vice President’s Report:

Architectural Review Board (ARB) Report

Ø Proposal(s) Submitted Since March BOD Meeting: Five (5). Richard reported that there were five proposals submitted for review by the ARB Committee since the last report provided on May 7, 2018.

	Date Submitted	Date Approved	Location	Description	Review/Approval Period *[Business Days]*
1.	5/18/2018	5/24/2018	6101 Tarry Town Road	Ø Landscaping	4
2.	5/22/2018	5/25/2018	6070 Tarry Town Road	Ø Awning	3
3.	6/3/2018	6/6/2018	28057 Cross Creek Drive	Ø Patio	3
4.	6/13/2018	6/14/2018	6031 Fire Fly Drive	Ø Porch	1
5.	7/13/2018	7/16/2018	6013 Bell Creek	Ø Sunroom	1

Ø HOA Phone (410-430-9544): Richard monitors the HOA phone; messages are picked up after 4 p.m. daily. Twenty-two (22) calls were received since May 7^th. The majority of the calls were in reference to new homeowners making arrangements to get their HOA book; the remaining were relative to HOA assessment collection letters.

Ø Social Committee: Our next event will be an “Ice Cream Social;” no date has been set yet, but it is time to start the planning process. The Social Committee is looking for volunteers to map out the details and give your time and talent. Simply call the HOA Phone at (410) 430-9544 and leave your name and phone number if you are interested. Some of the tasks might include being in charge of tents, ice cream, toppings, balloons, and/or freezer. We would like to have a planning meeting soon to schedule the date of the social, outline and assign tasks.

Secretary’s Report:

· May Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Sue to approve the Draft of the minutes dated May 7, 2018, as circulated. Motion was seconded by Richard and stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – July 16, 2018) delivered to the Board reflected Total Income ($157,462.74) and Total Expenses ($78,884.45), with a Net Income in our working fund at $78,578.29.

· Monthly Report: The Balance Sheet as of July 16^th showed combined assets in our checking and savings accounts at $276,359.45 (●Bank of Delmarva [checking] $344.45; ●Money Market Bank of Delmarva [operating account] $89,110.12; ●Reserve Fund CD at First Shore Federal $128,328.38 and ●Reserve Fund [checking] at Bank of Delmarva $58,576.50).

· Delinquency Report: At the implementation of the Collection Policy (April), we had 11 delinquent accounts and 2 properties in foreclosure. Current status of the outstanding accounts follow:

Number of Accounts	Status of Delinquency
FORECLOSURE
· One (1)	Ø Foreclosure still pending
DELINQUENT ACCOUNTS
· One (1) Final Payment Received	Ø 3-year arrearage paid in full o HOA Revenue $1,056; Collection Agency Fee – $548
· Two (2) Collection Accounts	Ø Expect an update on these outstanding accounts on 1-August, 2018

Unfinished Business:

· Welcome Committee: Sue reported that the Welcome Committee has had two meetings and created a letter for their welcome visitation. New neighbors are presented with their letter, a Sleepy Hollow coffee mug and copies of the Wicomico County, Maryland Visitors & Relocation Guide 2018 and Salisbury Welcomes You map. A new homeowner attending this meeting expressed her pleasure and thanked the Committee for the gifts. Anyone interested in participating in the Welcome Committee group are asked to call the HOA Phone at (410) 430-9544 and leave your name and phone number, or email Sue Revelle at sleepyhollowmd@outlook.com.

· Tree Removal: The tree being monitored in the common area behind 5903 Hessian Way did not show any change or improvement so it was deemed dead. Steps were taken to have the tree/stump professionally removed.

· Sleepy Hollow Entrance: Concern was expressed at the last meeting regarding shrubbery on the adjacent farm blocking the line of sight when departing Sleepy Hollow. The City of Salisbury was contacted and they subsequently trimmed and removed the bush/tree to make the intersection safer. The action taken was completed in one (1) business day.

New Business:

· Common Area Swale Project: Due to the contractor’s schedule and prevailing weather conditions, work on the swale drainage issue on the common area behind 28080 Van Tassel has been postponed until the end of the growing season (fall).

· Pond #1 Drainage: Debris is accumulating on top of the grate during excessive rain and the pond does not flow as fast as designed. A different style grate with large openings, approved by the City, called a “dog house trash rack” was recommended. The Board is investigating further with a contractor to determine if there is a lower profile that would be as effective as the dog house style and will move forward with replacing the grate upon securing style and pricing.

· Definition of a 55+ Community: Recently, we had new residents move in the Age-Restricted area. Unfortunately, a neighbor confronted a young man and told him he could not live here. Often there is a misunderstanding as to what an over 55 community means. There is nothing that says a child can’t visit or stay on property.

The law of the land today says that you cannot discriminate for age along with other issues. The Federal Housing for Older Persons Act of 1995 allowed association and communities to be exempt from age discrimination if they followed certain guidelines (55+).

· Basically and simply it says that one person living in each home must be 55 years of age or older and that no one under 18 can reside in the home.

· Most 55+ age-restricted active adult communities will place an age-minimum on the residents. In most active adult communities, no one under the age of 19 may reside in the community unless granted an exemption.

· Furthermore, most communities stipulate that if anyone under the age of 55 resides in their community, they must live in a household where at least one occupant is 55 or older.

The By-Laws and Covenants, Conditions and Restrictions (CC& R’s) for The Villages at Sleepy Hollow relate specifically to the third bullet à Furthermore, most communities stipulate that if anyone under the age of 55 resides in their community, they must live in a household where at least one occupant is 55 or older.

Open Discussion: Homeowner’s Concerns/Comments:

· If the solar panels on our home become blocked by common area trees or shade, can we ask the HOA to trim/top the tree(s)? The Board requested time to look into the Green Act – if it is a federal stipulation, then the HOA cannot refuse. However, we would like to have some time to research how to deal specifically with the controls on shade cast by trees on solar collectors. Final response was temporarily deferred.

· How does the 55+ rule affect rentals? It is the Board’s position that if renting in the Age-Restricted area, the homeowner must lease to a 55 or over tenant. The Board’s response to realtors when asked about the guidelines has been …

o “One or more of the Resident Owners must be 55 or older to reside in the Age-Restricted area.”

o If the owner plans to rent the property, “one or more of the Tenant(s) must be 55 or older.”

· Do we ever remove or relocate geese? We never have, but it was talked about by previous Boards. Recently Ocean Pines destroyed 200+ geese and the meat was given to local food banks. The Board will follow-up to determine if there is an agency or group that might come in and remove them.

· Is the check and repairs of the irrigation system by Legendary an ongoing thing? Yes. Any outstanding issues or concerns can be directed to the Lawn Committee (Messrs. Holland or Walker) at sleepyhollowmd@outlook.com. Any new issues should be reported via the Sleepy Hollow Website à Refer to HOA email communication titled Instructions on Reporting HOA-related Irrigation and Lawn Maintenance Issues dated 10-July, 2018 for steps to file a new issue.

· What is the status of the water leakage at the end of Fire Fly and Tarry Town? Nothing has been reported to date, however, the Lawn Committee will explore and record their findings.

· Church signage posted in the hallway said meetings will be moved to Thursday night? A proposal from the church is to have our meetings on Thursday nights, however nothing has been communicated moving forward. A homeowner attending this meeting stated the expectation is that the church plans to go back to opening the church on Monday evenings in October. The Board will inform the membership if there is a change that affects our posted meeting schedule.

· Community Yard Sale: Our fall yard sale is set for September 29^th with a rain date of October 6^th. This event will be announced in the fall—posted on our Website, Nextdoor, and advertised in the local newspaper.

· Meeting adjourned at 7:15 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on October 8, 2018.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved on 8-October, 2018

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 7, 2018

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:33 p.m.

Directors in Attendance:

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Barbara Powell, Kathy Walker, Harold Brown, Donna Brown, Dottie Butler, Jane Long, Tony Santoni, Linda Hooker, Paul Hooker and Judith Jones. [10 present]

President’s Report:

· Irrigation and Lawn Services: (a) Legendary is currently going through the entire neighborhood checking the irrigation system for any bad sprinkler heads, broken pipes, etc. (b) Once this equipment check is finished, Legendary and the Irrigation Committee will go throughout the community to observe how the sprinkler system heads are working in everyone’s yard. Adjustments to the water patterns, spray arc and radius, will be performed, as needed. Anticipate this action to be completed by month’s end. (c) The remainder of the summer will be focused on a further in-depth maintenance check of the irrigation system due to the age of the system components (12-13 years old). The expectation is that repairs will include the replacement of leaking sprinklers, pipes, valves, fittings, controllers, and wiring due to general fatigue and wear on the irrigation system.

· Community Yard Sale: The spring yard sale was held this past weekend, appeared to be well attended and believed to be a success for those who participated. Our fall yard sale will be set for September 29^th with a rain date of October 6^th. This event will be announced in the fall—posted on our Website, Nextdoor, and advertised in the local newspaper.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since March BOD Meeting: Four (4). Richard reported that there were four proposals submitted for review by the ARB Committee since the last report provided on March 12, 2018.

	Date Submitted	Date Approved	Location	Description	Review/Approval Period *[Business Days]*
1.	3/23/2018	3/27/2018	6028 Fire Fly Drive	· Gazebo, with conditions	3
2.	3/30/2018	4/2/2018	5958 Fire Fly Drive	· Handrail	2
3.	4/12/2018	4/13/2018	5920 Tappan Lane	· Fence	1
4.	4/17/2018	4/18/2018	6095 Tarry Town Road	· Fence	1

· Social Committee: An overview of the April 29th “Spring Celebration” event was provided the membership as a windy, successful experience while passing out vinca flowers to our neighbors. Richard extended “thanks” to everyone who came out and offered the remainder of the flowers to the meeting attendees. The flowers were purchased from Parkside High School so we feel we made a couple of contributions to the community with this celebration.

o The next event will be an “Ice Cream Social.” No date has been set yet. The Social Committee is looking for volunteers to plan the details before our next BOD meeting in July. Simply call the HOA Phone at (410) 430-9544 and leave your name and phone number if you are interested in participating. Giving of your time and talents would be appreciated.

o Volunteering: Richard spoke briefly on what it meant to be a volunteer – we are not looking for someone to attend weekly meetings, etc. Volunteering doesn’t have to involve a long-term commitment or take a huge amount of time out of your busy day. Simply helping out with the smallest tasks can make a real difference. For example, the Spring Celebration ran for approximately 1 ¾ hours – while passing out flowers, there were lots of smiles, light conversation and the opportunity to meet and connect with neighbors.

· HOA Phone (410-430-9544): Richard monitors the HOA phone; messages are picked up after 4 p.m. daily. Twelve (12) calls were received since March 12^th. The majority of the calls were in reference to realtor inquiries and HOA assessment/letters. No complaint(s) were registered; all calls were returned within 24/48 hours.

Secretary’s Report:

· March Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Sue to approve the Draft of the minutes dated March 12, 2018, as circulated. Motion was seconded by Richard and stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website and Community Bulletin Board.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – May 7, 2018) delivered to the Board reflected Total Income ($154,961.51) and Total Expenses ($56,563.91), with a Net Income in our working fund at $98,397.60.

· Monthly Report: The Balance Sheet as of May 7^th showed combined assets in our checking and savings accounts at $296,178.76 (●Bank of Delmarva [checking] $689.53; ●Money Market Bank of Delmarva [operating account] $108,809.18; ●Reserve Fund CD at First Shore Federal $127,694.84 and ●Reserve Fund [checking] at Bank of Delmarva $58,985.21).

· Delinquency Report: Collection letters were mailed out to homeowners who were delinquent as of April 13^th. Current status of those accounts follow:

Number of Accounts	Status of Delinquency
11 Delinquent Accounts
· Two (2) in Foreclosure	Ø One (1) Foreclosure still pending Ø One (1) Foreclosure finalized; Fees received at settlement totaled $1,933.45
· Nine (9)	Ø Two (2) Homeowners paid outstanding fees in full Ø One (1) Homeowner paid 75% of their outstanding fees: Remaining balance due - $94 Ø Six (6) accounts were turned over to Collection Agency

Unfinished Business:

· Welcome Committee: Sue reported that the newly formed Welcome Committee will have its first meeting on Thursday, May 10^th at 10 a.m. at her home on 28110 Van Tassel Way. If you had previously expressed interest in joining the committee or you desire to be involved in this effort, feel free to attend. Call the HOA Phone at (410) 430-9544 and leave your name and phone number, or email Sue Revelle at sleepyhollowmd@outlook.com if you are interested in participating in this committee.

New Business:

[None]

Open Discussion: Homeowner’s Concerns/Comments:

· Who is responsible for mowing grass on vacant lots? The lot owner has that responsibility. It is our understanding that Bill Martin owns all the vacant lots in the community. He has a contractor that manages that service for him. We watch those lots, and if the properties gets out of control, we usually call Mr. Martin and it is taken care of. If we receive no response, we can call the City who will look at the property and then notify the homeowner to have the issue corrected.

o Important Note: Last year, a homeowner utilized a vacant lot to put their tree limb debris, assuming that “someone” would haul it away. We contacted Mr. Martin who paid to have the lot cleared. Everyone should be aware that vacant lots are not to be utilized as dumping zones.

· What is the variance behind some homes; our plat shows that our responsibility goes halfway through the wooded area behind our home. Is that how it works? It is believed that the areas that back up to another subdivision or farm is considered a forest conservation area and we are not supposed to cut down the trees, but leave the property ‘as is.’ The homeowner’s site plan would show the distance in feet for their lot; measuring from the gutter pan to the back lot would determine where the lot ends.

o Action Item: Robert to do further research on the forest conservation easement and forward findings to Mr. Hooker.

· Has the Board contacted someone to take care of the dead tree [common area on Tappan]? We have had two (2) contractors look at the tree, each with conflicting opinions – one says it is dead; the other says it is alive (scrapped bark is still green). The preferred belief is that it is not dead. With the harsh winter, plants and trees have been delayed budding. The Lawn Committee will reevaluate the tree in a couple of weeks and make a final decision on how to move forward.

o Action Item: A Lawn Committee representative will notify Mrs. Jones as to the final action plan.

· Will the lawn mowers disturb the sandy area across from my house [Pemberton 2 Substation behind Tappan Drive Cul-de-sac]? Do they know how to treat that area? Delmarva Power’s contractor treated some bear spot area(s) around the substation last week in an attempt to stimulate grass growth. Most lawn contractors know the purpose of this type of treatment and go around it. The mowers should be aware of what has been done, but we can’t guarantee that they won’t run over the area when cutting the grass.

· Will the lawn irrigation schedule be published this year? A current irrigation schedule will to be communicated via the HOA Website (www.sleepyhollowmd.com) and Social Network (www.NextDoor.com). The process is that we meet with Gary and determine the days the system will run. He determines and sets the timer length because he knows yards better than we do – some yards hold water while others need more watering. We then communicate the schedule on the Website and NextDoor.

o Action Item: The Lawn Committee to publish the 2018 Lawn Irrigation Schedule.

· Why was there a tree planted that would block the view of the clock in the Clocktower coming from Cross Creek? All the trees were designed by the City and/or County Forestry Group—so many had to be planted along the streets and around the circle. Also, it was believed that the original design had the clock only on one side and later there was a change order to install a double-sided clock. Regardless, it is unfortunate that the position of the tree and its growth now covers the clock from view.

o Important Note: We will be attempting to cut back the bottom [low lying] limbs on some trees that are getting out of control. The intent is to do a lot of tree work this year.

· Is there any restrictions for putting bird houses on your property? There are no limits, restrictions or bans that prohibit the installation of bird houses in the community.

· When exiting Sleepy Hollow onto Pemberton Drive, there is a bush/tree on the neighboring property (farm house) that has grown and obstructs the view for the driver?

o Action Item: Robert to contact the proper governing agency (City or County) to inform them of the line-of-sight interference with traffic.

· Meeting adjourned at 7:20 p.m.

· Next Meeting: The Board of Directors is scheduled to meet on July 16, 2018.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved on 16-July, 2018

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 12, 2018

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:45 p.m.

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Member At-Large).

· Quorum present? Yes

Robert acknowledged the Directors in attendance.

The membership was invited to attend the meeting, however, no members were present.

President’s Report:

· Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2018 - 2019. The Board votes to designate officer positions – President, Vice President, Secretary, and Treasurer – at the first meeting of the new board. We currently have four (4) board members. No nominations were offered prior to or during the Annual Meeting. The current officers have agreed to maintain their existing positions for 2018 - 2019.

2018 Officers
President	Robert Holland
Vice President	Richard Walker
Treasurer (Acting)	Robert Holland
Secretary	Karon Dennis

Secretary’s Report:

· 2017 Board of Director’s Meeting Minutes: The Board unanimously approved the motion made by Richard and seconded by Sue, to approve the minutes from the October 9, 2017 meeting.

o Action Item: Karon to redistribute the approved minutes to all the Board Members.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 12, 2018) delivered to the Board under separate cover reflected Total Income ($141,098.12) and Total Expenses ($32,819.27).

· Monthly Report: The Balance Sheet as of March 12^th showed combined assets in our checking and savings accounts at $306,059.30 (●Bank of Delmarva [checking] $380.07; ●Money Market Bank of Delmarva [operating account] $119,640.44; ●Reserve Fund CD at First Shore Federal $127,071.32 and ●Reserve Fund [checking] at Bank of Delmarva $58,967.47).

· The meeting was adjourned at 7:56 p.m.

· The next scheduled Board of Director’s meeting is May 7, 2018.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved on 07-May, 2018

2017

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 9, 2017

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:31 p.m.

Directors in Attendance:

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Jane Long, Barbara Powell, Wendy Bailey, Kathy Walker, Linda Hooker, Paul Hooker, Gail Fykes, John Warrington and Rovena Scott. [9 present]

President’s Report:

· Update on Pemberton 2 Substation (Behind Cul-de-sac on Tappan Lane): Work has been completed by the power company. An inspection was scheduled the Week of October 1^st but was postponed due to the Inspector’s illness. Examined the property with Legendary Landscape (Gary) and it’s 99% good; will be making one suggestion, but it will not impact the project. Concluded that PEPCO/Delmarva Power did an excellent job.

· Parking of Boats and RV’s in Driveways and Streets: The membership was reminded by Robert that there is a City Ordinance against parking boats, boat accessories, recreational vehicles or equipment on city streets. We should not see these types of motor vehicles or equipment parked on the street or in driveways for a week or any extended period of time. The City Police Department will respond immediately to parking violations and the City’s Housing and Community Development Department uses a team of Code Enforcement Officers to enforce city property maintenance codes and ordinances.

· Community Yard Sale: The fall yard sale held on September 30^th was believed to be a success for those who participated. Our spring yard sale is scheduled for May 5, 2018.

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since July BOD Meeting: Zero (0). Richard reported that there were no proposals submitted for review by the ARB Committee since last month’s meeting.

	Date Submitted	Date Approved	Location	Description
1.	NONE			·

· Summary of Lawn Maintenance and Irrigation: Richard provided a status on the following issues:

Location

Description

Irrigation and Lawn – General Statement

· The current irrigation schedule continues to be communicated via the Social Network (www.NextDoor.com) and can also be found on our Website (www.sleepyhollowmd.com)

· Legendary Landscape was asked to do a health check on some of the neighborhood trees. According to Legendary, they all appear to be in good health. However, it is noted they are constantly being monitored.

Secretary’s Report:

· September Board of Director’s (BOD) Minutes: A motion was made by Richard to approve the Draft of the minutes dated September 18, 2017, as distributed. Motion was seconded by Sue. The minutes stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also put on the HOA Website.

· Compliance with Title 11B of the Maryland Homeowner’s Act: On May 2, 2017, we received an acknowledgement from our new Board Member, Sue Revelle that she has read and understands the terms set forth by the State of Maryland regarding conducting board meetings, specifically closed meetings.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – October 9, 2017) delivered to the Board under separate cover reflected Total Income ($159,221.18) and Total Expenses ($107,620.74). Robert reported that all bills are current and there are sufficient monies in the bank to cover the next quarter’s expenditures.

· Monthly Report: The Balance Sheet as of October 9^th showed combined assets in our checking and savings accounts at $222,127.44 (●Bank of Delmarva [checking] $1,300.18; ●Money Market Bank of Delmarva [operating account] $32,228.21; ●Reserve Fund CD at First Shore Federal $126,437.13 and ●Reserve Fund [checking] at Bank of Delmarva $62,161.92).

· Proposed 2018 Budget: Robert passed out and reviewed next year’s budget, highlighting the changes or movement of line items within general expenses. Lawn Maintenance is our biggest expense; we have a three year contract, so those figures did not change. New section titled “Contingency Expenses” refers to costs that will probably occur based on past experience. Items in that category are budgeted and as money is needed, the contingency can be paid and the reason recorded without having to wait long periods of time before we can proceed with the designated project.

o How will/are community social functions being put in the 2018 Budget? There is a line item for “Community Events” to cover any planned community-wide function(s) for 2018.

o What does the $700 Snow Removal include? Snow on the common area sidewalks is removed by our HOA contractor. This expense is covered in this line item. The City plows the streets, no sidewalks. Removal of snow from the sidewalks in front of a homeowner’s property is the homeowner’s responsibility. First wave, the City clears the entrance to Sleepy Hollow, around the Clocktower and back out to Pemberton Drive. Based on the snow emergency in effect, the City may return to plow the remaining streets. Snow emergency routes and inner City are their first priority.

Assessment comparison from 2017 versus 2018 reflects no change in next year’s assessment…

Dues Assessment	2017	2018
Age Restricted (90 homes)	$1,337	$1,337
Non-Age Restricted (84 homes)	$ 393	$ 393

A motion was made by Richard to accept the budget. Motion was seconded by Sue. The Board voted and unanimously approved the 2018 Budget as presented.

Unfinished Business:

· Clocktower Door Repair: The Clocktower door is to be replaced; working with contractor on schedule to commence the work. [Fiberglass composite door/frame, painted; hardware/locks]

· Lien versus Small Claims Action for Non-Payment of Dues: The Board is still looking at the lien process versus small claims. Doing small claims means we would get a quick return on funds whereas, with liens we normally get the return when the property is sold. Board still discussing using small claims or collection agencies to recoup delinquent assessments.

· Bulletin Board Repair Update: Repairs to the Community Bulletin Board expected to start in 1-2 weeks. The fixture will be taken down and returned upon completion of the repairs.

· Responses to Tenant Letter Mailing: To date, we have received two (2) responses to our letter sent to 14 Non-Resident/Owners requesting names and contact information for their respective tenants. These two homeowners confirmed that they are living in the property, not renting. Association records will be updated accordingly.

· Board Member/Bookkeeper Activity/Responses Received: (a) No email responses have been received to date relative to the Bookkeeper position opening. At the recommendation of a homeowner, Robert did speak with a new resident about the job responsibilities, however, the resident/candidate has not moved forward with a decision. In the interim, we will continue as we are until we can secure an applicant. Note to file that an outside contractor was very interested in the job, but refused to do the work using QuickBooks; another contractor wouldn’t set a price—wanted to do the work on an hourly basis. A volunteer for this position is still viable, however, now that the 2018 budget is set, it would be 2019 before we could hire a contractor. (b) Currently, Robert is performing the bookkeeping and Treasurer’s duties.

· Lot Maintenance: Richard presented the Board with a preliminary draft document last month for the purpose of giving new residents something on lot maintenance, such as their responsibility as to what is covered/not covered based on the assessments paid. Review ongoing; awaiting feedback from the Board and compilation before distributing to the membership and/or local realtors.

· Drainage Swales: [Definition: A drainage swale is a low tract of land often designed to manage water runoff and increase rainwater infiltration.] Have bids out for swale repair behind 28092 Van Tassel running from the farm on the sub-station site to the back of that property; approximately 350 yards. Have one bid in hand and expect the other two estimates by week’s end. The board will hold a closed meeting to review the contracts and make a determination on who will be assigned the job to regrade the swale slope to its proper measurement.

· Repair of Defective Irrigation Heads/Rotors: Robert, Richard and Legendary will be walking the community soon to identify the first 20 community-wide problem areas to be serviced over the next three (3) months. This preventative maintenance program will continue in 2018 until all problem areas have been identified and corrected. A motion was made to repair up to 20 selected irrigation heads throughout the community in each PM cycle. Motion was so moved by Richard; seconded by Sue. Board unanimously approved this Preventative Maintenance (PM) program.

New Business:

· Board Nomination Committee: We will be looking for new board members at the 2018 Annual Meeting. If anyone is interested in being a part of the group/committee formed for the purpose of nominating candidates for the board, please contact an existing board member by calling 410-430-9544 or send an email to sleepyhollowmd@outlook.com.

· Appreciation to Wendy Bailey: Robert extended the Board’s appreciation and sincere thanks for Wendy Bailey’s support in the review of the proposed 2018 Budget. Her guidance and understanding of concepts behind a budget were very helpful and informative. Wendy was the first Treasurer when Sleepy Hollow came into existence.

· Winter Community Event: Richard reported that we are actively looking for volunteers for a winter social to try to continue on with neighbors meeting neighbors in this community. Contact Richard or any member of the board by calling 410-430-9544 or send an email to sleepyhollowmd@outlook.com if you would like to be a part of the planning committee.

Open Discussion: Homeowner’s Concerns/Comments:

· None.

· Next Meeting: The Annual Meeting is scheduled for March 12, 2018.

· Meeting adjourned at 7:35 p.m.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved on 12-March, 2018

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

September 18, 2017

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:36 p.m.

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary), and Richard Walker. Absent: Joyce Lewis (Vice President).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Kathy Walker, Jarvis Cain, Sue Revelle, Jane Long, Annette Marsiglia, Jane Ford, John Warrington, Evan Lane, Dottie Butler and Barbara Powell. [10 present]

President’s Report:

· Acknowledgement of Carol Ann Wright: Robert officially announced that Carol Ann Wright resigned as a member of the HOA Board of Directors (25-July-2017). We thank her for the time spent and appreciate the services she provided as a volunteer board member.

· Acknowledgement of Joyce Lewis: Robert also announced that Joyce Lewis has resigned as a member of the HOA Board of Directors due to circumstances beyond her control. Her resignation was offered (18-September-2017) with the caveat that once conditions change she would like to return to the Board and continue to help the community. Should that opportunity present itself and there is a position open, we would welcome her service back on the board.

· Announcement of Sue Revelle: Robert announced that Sue Revelle has come forward to become a part of the Board. We welcome her expertise and previous experience on another HOA board. [After this announcement, Sue joined the other board members at the front table.]

· PEPCO/Delmarva Power – Pemberton 2 Substation (Behind Cul-de-sac on Tappan Lane): An overview on this project was provided. Work to clear and replace soil, reseeding and treating grass on Sleepy Hollow property has started and is expected to be completed in October. [Refer to May 15, 2017 Meeting Minutes for more details regarding this issue.]

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since July BOD Meeting: Five (5). Robert reported that the following proposals were reviewed and/or approved by the ARB Committee.

	Date Submitted	Date Approved	Location	Description
1.	August 1, 2017	August 4, 2017	6025 Fire Fly	· Landscaping by Jacob’s Yardwork’s
2.	August 7, 2017	August 15, 2017	6093 Bell Creek	· Deck Conversion to Screened Porch \| Roof
3.	August 14, 2017	August 16, 2017	28057 Cross Creek	· Solar Panels
4.	August 25, 2017	August 28, 2017	5919 Tappan Lane	· Landscaping by Legendary Landscape
5.	August 29, 2017	August 29, 2017	6025 Fire Fly	· Additional Landscaping by Jacobs Yardwork’s

· Summary of Lawn Maintenance and Irrigation: Robert provided a status on the following issues:

Location

Description

Irrigation and Lawn – General Statement

· Mother Nature has been good to us this year; the grass in the community has been surviving overall; Been working with Legendary to not run the pumps when we have periods of heavy rain (like water on top of water) as that is one of the reasons we get diseases in the lawns.

· Looking at some things to improve some programs; nothing affirmative at this point because of scheduling time with Legendary to discuss further. Moving forward, these programs/issues will be identified and presented to the Board for approval. Expect this will happen in the next year.

Question and concern posed to Board regarding leaves on some trees in the community that are turning “black”. It was thought that it was too soon to trigger any seasonal change, and certainly not the color black. Is it due to too much water or is there something wrong with the trees?

o Action Item: Robert will ask question of Legendary and get back to the homeowner.

Secretary's Report:

· July Board of Director’s (BOD) Minutes: A motion was made by Richard to approve the Draft of the minutes dated July 17, 2017, as distributed. Motion was seconded by Sue. The minutes stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also put on the HOA Website.

· Community Bulletin Board: Karon reported that the community bulletin board needs some restoration. As a result of the rear seal coming loose, water intrusion inside the case has occurred rendering the cork/punchboard malleable. Robert clarified that the paperwork on the board’s purchase states that it is an outdoor/indoor product, however, the company where it was purchased stated that “outdoor” means it would be connected to an exterior wall, preferably undercover. The company was willing to provide us free of charge a complete, new cork insert. To make it relatively waterproof, it is recommended that we purchase plastic to put on the back and seal it so water that hits it will roll off. A quote from Go Glass for an acrylic sheet to act as a back panel/cover and seal the bulletin board is $119. Once the question was answered on the frequency of how often the bulletin board was utilized, Sue made a motion to spend the $119 to secure the plastic to improve the board backing. The motion was seconded by Richard and so moved.

Treasurer’s Report:

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – September 18) was delivered to the Board for review reflecting Total Income ($158,481.71) and Total Expenses ($73,623.73). Robert reported that expenses are under budget by about 30%. Still have bills to pay through the balance of the year, but everything is running on track.

· Monthly Report: For the last several meetings a P&L statement has been provided the board showing that month’s expenses. Moving forward, the board will be provided the actual revenue and expenses from the date of the last meeting to the current meeting date to reflect a more accurate picture of the finances. This month’s report (September 1-18) showed Total Expenses of $11,145.78.

o There were no questions raised on the finances as presented.

· Lien on Delinquent Assessments: We received payment for three (3) previous liens; those liens have been released.

Unfinished Business:

· Ice Cream Social: Richard reported that around 80 people attended the Ice Cream Social held on August 27^th. It was well represented by both Age Restricted and Non-Age Restricted residents and considered to be a very successful community-wide event. Invitations were sent via multiple email blasts. In an effort to get a firm command of how many people were going to come, the Social Committee hand-delivered printed invitations to each home to ensure everyone was invited. Richard recognized homeowner Chad Crockett who provided two (2) huge tents and helped with set-up. Everyone enjoyed the ice cream sundaes, with anything you could want to put on top, along with a large tray of brownies brought by a neighbor. There were games for the children, face painting, and raffles with good community spirit ~ neighbors meeting neighbors. Suggestions for another event was a “Dessert Social” after a board meeting. Also continuing to look for volunteers to join the Committee. Happy with the results and looking forward to perhaps doing something for the holidays.

o A member clarified that in a previous picnic homeowners paid $5 to attend. There were cookers to prepare the hamburgers and hot dogs and everyone brought a covered dish. No funding was provided by the HOA Board.

o Question posed as to the cost of the ice cream social. The Committee anticipated an expense of $500; actual expenditure was $478.21 with the disclaimer that if the Committee had had a precise count of how many people were coming, they probably would have spent less.

o There were a couple of full containers of ice cream left over which was later donated to The Joseph House.

· Treasurer and Bookkeeper: An email blast was sent on 14-September-2017 seeking a Bookkeeper for the HOA and requesting members to fill positions opened by the resignations of Stuart Reed and Kathleen Raffa. Effective with this meeting, we acknowledged (a) the resignations of Carol Ann Wright (At Large) and (b) Joyce Lewis (Non-Age Restricted), along with (c) the appointment of Sue Revelle (Age Restricted) to fill Mr. Reid’s seat. We now have the following three (3) openings.

Former Board Member		Term Ending
Raffa	Non-Age Restricted	2019
Wright	At Large	2018	o Seat up for nomination at 2018 Annual Meeting
Lewis	Non-Age Restricted	2020

o We encourage anyone who is interested in filling these positions to send a letter of interest to sleepyhollowmd@outlook.com. We would also like to speak to anyone with a bookkeeping background who would be interested in performing the accounting for the Association as well.

· Clocktower Door Repair: It was previously reported that there is a need to repair the Clocktower door. The estimate to replace door, hardware and new locks was $780. We were unsuccessful in securing a second bid. A decision to move forward with repairs will be determined after an upcoming budget meeting.

o Concern was expressed that improvements are on the docket for 1-1 ½ years before action is taken. The board should have a discretionary fund that would allow for repairs, like the bulletin board and this door, to be made so problems can be rectified and no further damage is incurred. A suggestion was presented that perhaps we could come up with a figure that would be appropriate to present at the Annual Meeting, i.e., up to $2K the Board can make the decision for discretionary spending.

o Robert indicated he would like to work on a Presidential Discretionary Fund next year that would allow the board to take action without having to wait. At present, all things budgeted are the responsibility of the Board; we welcome homeowner’s input, but the approval to move forward is based on what was planned/budgeted at the beginning of the year.

o The Board will be reviewing the Reserve Fund which discloses allocations accrued for repairs and maintenance for the “Clock”. Should these funds be identified as the “Clocktower” which would cover this expenditure?

· Yard Sale: Fall yard sale will be Saturday, September 30^th with a rain date of October 7^th.

New Business:

· Renters and/or Lessees: In an effort to better communicate with residents in Sleepy Hollow, a letter dated 19-September-2017 was sent to all Non-Resident/Owners (14) requesting names and contact information for their respective tenants; no other information is being requested, such as amount/terms of lease. A comment made about the tenants being able to attend meetings, but not voting brought forward the proposed objective to create “standing rules” for the HOA. The intent is not to rewrite by-laws but standing rules are a simple way of writing on paper things that you do on a regular basis and a way of putting it to order on record. In the future, if someone asks if a tenant can come to meetings, you reference the “standing rules” and get the answer. In response to the comment, the tenant would be able to attend and speak at meetings, but could not vote. Voting is only by the homeowner.

· Maintenance of Swales: An initiative that will be starting soon to improve some of the lawn and irrigation issues are the swales drainage areas in the community. There is one specifically off Van Tassel that runs from the farm property to the pond. Because of the way it has built up over the years, water stands creating several problems (kills grass, draws insects, water runs between the houses accumulates and can’t run off). The process has started to get bids from two (2) companies for work to be done this fall. If anyone is aware of any other areas that need immediate attention, they are asked to notify the board. Note: This would be a Reserve Fund item.

· Repair of Defective Irrigation Heads/Rotors: It is a known fact that the irrigation system was defective because parts of the system was not built correctly (placement of heads affecting property coverage). We would like to be proactive and key in about 20 locations that are known to be defective and take corrective action this year. Once completed and determined that the system is working properly, we would then identify the next 10 or 20 areas to be serviced. After a comment was presented by a homeowner, Robert confirmed that the preventative maintenance direction, with input from Legendary (Gary), Richard and Robert, is to identify the first 20 community-wide problem areas, take corrective action and then move on to the next 10-20 properties needing repair. Maintenance on this initiative would be covered under the Reserve Fund.

· Lot Maintenance: Richard presented the Board with a preliminary draft document reflecting some questions and answers regarding lot maintenance, namely, a quick reference: What is the homeowner’s responsibility? What is Legendary’s responsibility?

o Action Item: The board to review and ensure we have everything covered. Once completed we would deliver the Lot Maintenance Q&A to the homeowners as a reference guide.

· Appointment of Board Vice President: With the resignation of Joyce Lewis from the Board of Directors the position of Vice President is open. Richard Walker has volunteered to take over the office of Vice President and the board agreed to that appointment. Effective with this meeting and announcement, Richard will be the new HOA Vice President.

Open Discussion: Homeowner’s Concerns/Comments:

· What is Sue Revelle’s position on the Board? She is a Board Member; she does not hold an office at this time.

· Meeting adjourned at 7:45 p.m.

· Next Meeting: Date of the next meeting is October 9, 2017

· Minutes submitted by Secretary, Karon Dennis.

“APPROVED” watermark denotes Meeting Minutes were approved on 9-October-2017

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 17, 2017

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:30 p.m.

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary), Richard Walker, and Carol Ann Wright. Absent: Joyce Lewis (Vice President).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Jarvis Cain, John Warrington, Kathy Walker, Sue Revelle, Linda Hooker, Judith Jones, Barbara Powell, Jane Long, Donna Brown, Harold Brown, Dottie Butler, Evan Lane, Russ Croteau, Gail Fykes, Randi Andersen, Nancy White and Rovena Scott. [17 present]

President’s Report:

· Acknowledgement of Kathleen Raffa: Robert officially announced that Kathleen Raffa resigned as a member of the HOA Board of Directors. She served the board and this community faithfully for many, many years as Treasurer and Bookkeeper. We take this opportunity to acknowledge and thank her for her time served, the important contributions to the association that she made and we wish her well.

· Stormwater Management System | Pond #1 (Bell Creek and Tarry Town Road): An update was provided on the issue that arose last fall. The work on the project has been finished and a full inspection was conducted by The City of Salisbury Inspector on July 5^th. The City approved the work, meeting all the specifications as outlined in the original violation notice. Evan Lane, who resides next to the pond, thanked the Board for their help in overseeing the project. The expectation is that the grass will continue to grow as a result of the reseeding and the water level should, in time, be close to what it was previously.

· PEPCO/Delmarva Power – Pemberton 2 Substation (Behind Cul-de-sac on Tappan Lane): Received notice from the Delmarva Power Engineer that their funding has been approved (estimated at $75K) to start work on the interior substation infrastructure, followed by clearing, replacing soil; reseeding and treating grass on Sleepy Hollow property. Work expected to start in the fall. [Refer to May 15, 2017 Meeting Minutes | Vice President’s Report | Summary of Lawn and Irrigation Maintenance for more details regarding this issue.]

· Treasurer and Bookkeeper: The need to replace the HOA Bookkeeper and appoint a new Treasurer was briefly discussed. An email blast to jointly inform the community of the Bookkeeper opening/recruitment and request for volunteers to serve on the Board is pending.

Vice President’s Report:

Architectural Review Board (ARB) Report:

· Proposal(s) Submitted Since May BOD Meeting: Two (2). Robert reported that the following proposals were reviewed and/or approved by the ARB Committee.

	Date Submitted	Date Approved	Location	Description
1.	July 10, 2017	July 15, 2017	6025 Fire Fly	· Railings on Front Steps
2.	July 17, 2017	Review in Progress	28110 Van Tassel	· Construction of Porch/Deck

· Summary of Lawn Maintenance and Irrigation: On Joyce's behalf, Robert provided a status on the following issues:

Location

Description

Irrigation and Lawn – General Statement

· With the heat, a lot of homeowners thinking about irrigation. Lawn maintenance, in general, never been a big deal; Legendary does a pretty good job of doing things; although sometimes they miss things. We have had several sprinkler heads that have become ineffective over years of use, so we have had to replace them.

· Replaced 11 heads on Cross Creek– culprit was the line had been broken in the open field next door. Each time the system ran it soaked up the sand and eventually put the sprinkler system in that yard out of commission.

o The Board sent out an email blast to the community (June 28 and July 13, 2017 titled Sleepy Hollow Irrigation and Brief Community Messages, respectfully) to look out for the system and let us know if something looks strange or appears not to be working properly so that it can be inspected and/or corrected.

o If you use a lawn contractor and they have broken a head on your property, report it through the website so that the head(s) can be replaced (billable to the homeowner).

· If anyone has doubts about their irrigation system not watering properly or any other concerns regarding its operation, go to the Sleepy Hollow Website (www.sleepyhollowmd.com) and report the issue under the section titled Reporting Lawn OR Irrigation System Problems/Concerns.

o The issue generates an email that is sent to Robert Holland

o Robert sends an email back to the homeowner acknowledging receipt and a tentative date that the issue would be checked

o Robert will then follow up with the homeowner as to findings after the inspection

· It is the intent of this President to commence doing preventative maintenance to the irrigation system and drainage areas that have deteriorated over the years. Moving forward, these issues will be identified and presented to the Board for approval.

· It is the Board’s position to make the lawn, irrigation, trees, etc. as well as we can make them and to keep everyone informed.

Common Area - Clocktower

· Reported at our May meeting that Peninsula Roofing repaired the Clocktower roof at no cost. Two weeks later we received a bill for $156.25. For the record, it was not free.

· Repairs to Clocktower door on water intrusion Bids pending

Secretary Report:

· Email Communication Blasts: Just a reminder to let the Board know if you change your email address. This will ensure that you continue to be in the network to receive meeting minutes and updates on such things as community activities, sprinkler system timetables, and other HOA news. Email address can be sent to the Board Secretary at sleepyhollowmd@outlook.com or karon.dennis@outlook.com.

· May Board of Director’s (BOD) Minutes: Karon reported a correction on Page 2 of the May minutes under Item 1 in the Architectural Review Board Report. The property address should be modified to read as 5919 Tappan Lane. Richard made a motion to approve the minutes dated May 15, 2017, as amended. Motion was seconded by Carol Ann. The minutes stand approved as corrected.

o Action Item: Karon to make the correction in the text of the approved minutes, remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also put on the HOA Website.

Treasurer Report:

· Monthly Report: Robert reported that the expenses for the period July 1-17 totaled $11,597.97. Expenses included repairs to the Clocktower roof ($156.25) and Reserve Fund Expenses ($11,441.72) consisting of repairs to the Irrigation System Well #3 ($831.72) and the contract payment for the Pond #1 Remediation Project ($10,610).

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – July 17) was delivered to the Board for review reflecting Total Income ($157,293.36), Total Expenses ($73,623.73) and Net Income ($83,669.63). An annual statement is provided to the homeowners at year end, however, the accounting practice is to provide this statement to the Board at each meeting so they are aware of the state of affairs for the HOA.

o There were no questions raised on the finances as presented.

· Lien on Delinquent Assessments: There were no new lien filings during this period. However, we did receive payment for two previous liens. The liens will be released at the court house once sufficient time has passed to ensure the checks clear. Expectation is that this process will be completed within the next week to ten (10) days.

· Discussion anticipated to take place at a future point with the Finance Committee regarding liens, bankruptcy, and foreclosure that may change the way we manage delinquencies in the future. To be determined and worked out as we move forward.

· Annual Reserve Fund Allocation: The Reserve Fund yearly deposit/contribution of $20,000 will be moved into the correct account during the next week.

Unfinished Business:

· Social Committee: Richard reported on discussions held by the Social Committee. The last Sleepy Hollow event was held approximately ten (10) years ago. The Committee’s objective is to provide the opportunity for Sleepy Hollow neighbors to meet each other in a social environment that promises to generate new friendships and the spirit of community in our neighborhood. When taking into consideration all the ideas that were previously presented in May by Rovena Scott, the recommendation by the Social Committee is to hold a Community Ice Cream Social on Sunday August 27^th from 1-3:00 PM at the HOA Lot on Raynor Drive.

o Proposals: Food free to Residents would include ice cream with all the trimmings for sundaes, cookies, brownies, etc. and bottled water. Suggested activities/entertainment included face painting, balloons, games, music, performance demonstrations provided by our talented Sleepy Hollow neighbors.

o Advertisement: Via email blast with reply requested by the first week of August followed by a flyer delivered to each Sleepy Hollow Resident during the week of August 13^th. These two advertisement strategies would alert the community as to what is going on.

o Projected Cost of $500 to cover, ice, signage, balloons, food/utensils/paper products and (1) potential rental costs of equipment that may not be provided by residents and (2) entertainment that may need to be hired.

The Committee’s intent was to start out simple and if it goes over well, then we could expand the event next year and secure funding in the budget. Expenditures would be determined by the number of attendees that RSVP. Do not want to purchase more than what is required, but do want to make sure there is sufficient food/entertainment for those that do attend.

o Richard made a motion for the Board to approve $500 for the Ice Cream Social.

o Karon questioned whether there was $500 in the budget to cover the requested expenditure. Robert indicated there’s a current monthly bill of $200 that we haven’t been spending that could be redirected to cover the expense. Karon’s concern was the requested expenditure – the ideas for the event are great, but suggested that the Committee scale it down and use the $500 to budget for 2018.

o Committee Representatives stated the attendee number is an unknown factor; the request for $500 was to provide sufficient funding should they have a really good turnout, i.e., 200 people; their intent is to spend only the amount needed based on the number of attendees expected once that number is determined. Tent rental estimated at $300. Requested funding is “bare bones.” How important is this to Sleepy Hollow that we build a community and get people to know each other? If we have to squeeze this budget to find $500 to make an effort to build a community, it is worth it.

After discussions, Richard moved the motion forward for the Board to set aside up to $500 to cover the expenses for an Ice Cream Social. The motion was seconded by Robert. The chair asked those in favor of the motion to say “aye” and those opposed to say “nay.” Votes: 2 aye and 1 nay.

Current Social Committee Members: Rovena Scott, Evan Lane, Linda and Paul Hooker, Robert Holland, Richard and Kathy Walker. Anyone who would like to join the Social Committee are encouraged to forward their name, telephone number and email address to Richard Walker at trumpet04@comcast.net.

New Business:

· Renters and/or Lessees: The HOA does not have contact information for tenants who reside in the community. An initiative will be underway shortly to try to secure this information so that we may better communicate with these individuals and invite them to our meetings and community activities.

Open Discussion: Homeowner’s Concerns/Comments:

· Thank you: Dottie Butler extended a ‘thank you’ to the Board for the amount of communication that is getting done. It is great – can go into email or on Nextdoor and get information about the irrigation, etc. Messages and minutes are professional. The level of communication – when the irrigation system is on/off; what is happening in the community – it has been wonderful. The Board expressed their appreciation for the expression of gratitude.

· Meeting adjourned at 7:37 p.m.

· Next Meeting: Date of the next meeting is September 18, 2017.

· Minutes submitted by Secretary, Karon Dennis.

“APPROVED” watercolor mark denotes Meeting Minutes approved on 18-September-2017

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 15, 2017

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:30 p.m.

Directors in Attendance:

Robert Holland (President), Kathleen Raffa (Treasurer), Karon Dennis (Secretary), Richard Walker, and Carol Ann Wright. Absent: Joyce Lewis (Vice President).

· Quorum present? Yes

Robert welcomed the Homeowners in attendance:

· Kathy Walker, Jane Long, Harold Brown, Donna Brown, Jarvis Cain, Stuart Reid, Joe Raffa; Gail Fykes, John Warrington, Sue Revelle, Roy Sowers, Linda Hooker, Paul Hooker, Rovena Scott, Evan Lane, and Jackie Cassidy. [16 present]

President’s Report:

· Acknowledgement of Stuart Reid: Stuart served on the Board working on lawn and irrigation and getting things done. Unfortunately, Stuart has decided not to continue on the Board. On behalf of the Board of Directors and the community, Robert thanked Stuart for his commitment/service and expressed a hope that we may look to him for volunteer help in the future.

· Stormwater Management System | Pond #1 (Bell Creek and Tarry Town Road): An update was provided on the issue that arose last fall. The City of Salisbury approached the HOA and advised that we are required to do some things to bring the pond up to par. Requests for Bids were sent to contractors and T.K. Construction Company was hired to complete the work. They anticipate starting in a week (May 22^nd) with a pre-con meeting with them and City officials on May 16^th. T.K. Construction has to fulfill all the City’s requirements in order to get the pond up to standard. Note: The standards are not dictated by the Contractor or the HOA, but by the City. The Contractor will not get paid at completion until the project is signed off by the City.

· Community Yard Sale: The Spring Yard Sale is scheduled for Saturday, June 10^th with a rain date on Saturday (June 17^th). A notice was published on Nextdoor.com, the HOA Website (www.sleepyhollowmd.com) and the Community Bulletin Board. The start time is 7:00 a.m. till? with two surrounding communities participating simultaneously.

Vice President’s Report:

· Summary of Lawn Maintenance and Irrigation: On Joyce’s behalf, Robert provided a status on the following issues:

	Location	Description
1.	PEPCO/Delmarva Power – Pemberton 2 Substation: Behind Cul-de-sac on Tappan Lane	· Suspected grounds contamination from runoff. Discussions with utility company not progressing; Board had consultation with the Maryland Department of Agriculture to express our concerns and they agreed to check into. As of this writing, MDA have it as a formal complaint and contacted PEPCO (holding company for Delmarva Power). Ongoing issue. · 5/15/17: A Delmarva Power Engineer called and disclosed (1) they will be putting in a burn wall on the rear of the substation to prevent the water intrusion from coming into Sleepy Hollow; (2) on the interior of the substation, they will be installing a French drain to drain the water away from the area entirely. Determination of Contamination: If it is concluded that the ground is contaminated, and upon agreement with the Board, they would remove excess sand accumulation, bring in quality top soil, seed and water until it takes hold. Suspected timeframe for work, if required–Fall 2017. *IMPORTANT NOTE:* Work contingent on contamination confirmation and Delmarva Power’s budget funding to make improvements, estimated to be approximately $75K. This work is on Delmarva Power’s property, but would improve Sleepy Hollow’s property line as well.
2.	Multiple Sites – Irrigation and Lawn	· Several issues reported for sprinkler adjustments and a couple with damage to sprinklers after work was done; Repairs completed. · Generally, the grass looks pretty good; there are a few spots on Bell Creek that I (Board) am trying to solve. More issues expected to be reported as we get further into warm weather and the Board will work to answer and/or resolve them.
3.	Common Area – Van Tassel Way and Tappan Lane	· Removal of three (3) dead Leyland Cypress trees including removal/grinding of three (3) stumps were completed in April. Legendary unable to complete task; work done quickly by Adams Tree Service.
4.	Common Area - Clocktower	· Issues discovered last year with loose sections of roof and possible water intrusion. Reached out to Peninsula Roofing (company that did the original roof) who agreed to inspect, and if it was simple, they would do the work for free. After about a week’s time, and two hours on a ladder, the roof was restored to its original condition - $0 cost. · Repairs to Clocktower door tabled for discussion later.

Architectural Review Board (ARB) Report:

· Proposal(s) Submitted Since October BOD Meeting: Six (6). Robert reported that the following proposals were reviewed and approved by the ARB Committee.

	Date Submitted	Date Approved	Location	Description
1.	March 30, 2017	March 30, 2017	~~5921~~ 5919 Tappan Lane	· Removal of Deck \| Construction of Sunroom
2. 3.	April 13, 2017	April 24, 2017	6096 Fuller Lane	· Construction of Floating Deck · House Shutters Painting/Replacement
4.	April 27, 2017	May 2, 2017	5910 Tappan	· Installation of Porch Windows
5.	April 19, 2017	May 2, 2017	28057 Cross Creek Drive	· Construction of Sunroom
6.	May 4, 2017	May 12, 2017	5995 Bell Creek Drive	· Construction of Sun Porch

Secretary Report:

· March Board of Director’s (BOD) Minutes: A motion was made by Kathleen to approve the Draft of the minutes dated March 13, 2017, as distributed. Motion was seconded by Richard. The minutes stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also put on the HOA Website.

· Compliance with Title 11B of the Maryland Homeowner’s Act: Effective May 2, 2017, we received acknowledgement from the new Board Members that they have read and understand the terms set forth with the State of Maryland regarding conducting board meetings.

· Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on April 20, 2017 to review and select contractors for two (2) separate job proposals for (a) Removal of three (3) trees in the Age-Restricted Area, and (b) Remediation of Pond #1 in the Non-Age Restricted Area. The Board unanimously voted to accept the proposals from Adams Tree Care, Inc. and T.K. Construction Co., Inc., respectfully. The minutes of the Executive Session were distributed to the Board of Directors. Richard motioned to approve the minutes; seconded by Carol Ann. The minutes stand approved as written.

o Action Item: Karon to remove the UNAPPROVED watermark from the minutes, replace it with APPROVED and circulate to each Board member.

Treasurer Report:

· Monthly Report: Kathleen reported that the expenses for the period May 1-10 were $14,181.12; Income was $5,237.39 consisting of HOA dues that were late ($3,910.23), and Miscellaneous Income ($1,327.16) for interest on HOA accounts ($131.55), reimbursement of legal fees ($428.75), and other miscellaneous income ($766.86). Net sum needed to be transferred to pay expenses totaled $8,943.73.

v Expenses included a bad debt write-off for assessments totaling $3,904.52 on a home deserted five years ago. During abandonment, dues were billed against the property, including lien filing expenses, as is proper procedure. The property went into bankruptcy and was assumed by an Arizona bank. A Title company contacted the HOA to provide the new contact information and notification that the Bank was paying dues on the property for the period May, 2016 through December 31, 2017.

v Other expenses covered monthly contracts for Age Restricted ($6,978.15) and Common Area ($2,118.50) lawn maintenance, Irrigation System Maintenance ($362.48), Pond Maintenance for Pemberton and Van Tassel ($246.68) and six (6) Delmarva Power bills to power the wells/irrigation ($320.79).

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – May 10) was delivered to the Board for review. An annual statement is provided to the homeowners at year end, however, the accounting practice is to provide this statement to the Board at each meeting so they are aware of the state of affairs for the HOA.

· There were no questions raised on the finances as presented.

· Lien on Delinquent Assessments: There are seven (7) homeowners that have not paid their 2017 HOA fees. Liens need to be filed against each property at a cost of $67 per lien. [Note to File: An assessment lien effectively prevents the member from transferring title to their property and potentially from re-financing the property without first satisfying their assessment debt and having the assessment lien released.] Kathleen requested approval from the Board to file the seven liens at a cost of $469. (Budget for Legal Fees is $500) Motion was made by Carol Ann and seconded by Karon to record the liens.

Unfinished Business:

· Resignation of Board Member: Kathleen opened for discussion the acknowledgement of Stuart Reid’s resignation and the need to appoint his replacement among the existing Board Members for the Age Restricted seat (Term expires 2019). The By-Laws state that we have to have 2-Age Restricted, 2-Non-Age Restricted and 1-At-Large member on the Board. Kathleen made a motion to fill the position this evening. Karon seconded the motion to address this issue and consider moving an Age Restricted existing Board Member into the slot that was vacated by Stuart, who filled the seat formerly held by William Weber. After further discussions on how this action would affect the functioning of the Board, i.e., the fair representation of the whole community and complying with the By-Laws 2-2-&1 seating, a request was made for the Board to deliberate this issue further to consider its implication. Vote on the floor was 3 against and 2 in favor of the motion to move one of the existing non-elected Board members into the spot that was vacated by Mr. Reid per Ms. Raffa’s request. A homeowner suggested that the Board look into amending the By-Laws with relation to this issue.

· Unanswered Questions from the March Annual Meeting:

How can you get information on houses that are in receivership? To protect the privacy and confidentiality of members, the Board does not disclose or distribute details of ownership and/or assessment delinquencies to HOA membership.

New Business:

· Community Picnic: A presentation was delivered on the behalf of Rovena Scott, Social Committee Chairperson, suggesting there be a Community Block Party held in mid-July (15^th or 22^nd – 1 -5 pm). Objective of the event would be to bring together both areas of the community without a cost. Brainstorming ideas or activities that might interest all residents included a Mobile Petting Farm; Bouncy House; Games, DJ/Music; Open Talent Show; Face Painting; Prizes; 50/50 Raffle àHOA/Winner; Ice Cream truck for show ball event; Arts and Crafts. Food suggestions were Hot Dogs, Hamburgers; Chips, Soda, Water, Cookies; Condiments; Candy, Plates, Ice. Estimated cost $770+. Floor discussions followed with additional suggestions for consideration.

Ø Bring a dish and the HOA provide the main course (hot dogs, hamburgers/chicken); those planning to attend would call a Committee Designate so that you get an expected headcount.

Ø Consider having an ice cream sundae bar rather than the cooking and the grills. Still have the idea of the community; everyone is invited. (Note: Need to verify if the Health Department needs to be involved. It is thought that controls would need to be in play only if ice cream was being sold.)

Ø Point of concern to address is any liability if someone gets hurt if the event is held outside of the common area (vacant lot), however, HOA could underwrite insurance for the day which would release the lot owner.

Ø Consider bringing in a Food Truck(s) to eliminate food prep and costs to homeowners and HOA.

Ø Unbudgeted money for this social event in the 2017 budget.

Ø New homeowner, Linda Hooker, volunteered for the Committee. Other committee members include Evan Lane, Gail Fykes and Richard Walker.

A motion was made by Richard for (a) the Board to endorse this effort to have a community gathering, (b) ask the Social Committee to come to our July 17^th BOD meeting with a more defined plan as to what would be done at the gathering and (c) hear from a larger committee on this effort. Motion seconded by Karon and carried.

o Action Item: Request was put forward for Karon to send an email blast out to the community asking for volunteers for the Social Committee.

· Community Newsletter: Jane Long, Newsletter Chairperson, reported that the distribution of The Clocktower Times has been delayed by three weeks because of a hardship with the newsletter’s Editor. There is a need for an Assistant Editor to help the current Editor to assemble the contents of the newsletter. All the information has been compiled and waiting for support of this effort using a Windows-based generic template. Volunteer(s) can call Mrs. Long at 410-###-#### so that the Committee can continue with the newspaper’s circulation.

Open Discussion: Homeowner’s Concerns/Comments:

[None]

· Meeting adjourned at 7:36 p.m.

Minutes submitted by Secretary, Karon Dennis

"APPROVED" watercolor mark denotes Meeting Minutes approved, as corrected, on 17-July-2017

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 13, 2017

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the Secretary, Karon Dennis, at 8:07 p.m.

Directors in Attendance:

Kathleen Raffa (Treasurer), Karon Dennis (Secretary), Stuart Reid, Carol Ann Wright and new volunteers Robert Holland and Richard Walker.

· Quorum present? Yes

Karon acknowledged the Directors in attendance.

Secretary’s Report:

· October 10, 2016 Board of Director’s Meeting Minutes: There minutes were revised after they were distributed via email blast to the Members on November 4, 2016. Revisions requested by a Homeowner to correct the Master document header …

FROM: Village of Sleepy Hollow

TO: The Villages at Sleepy Hollow Homeowner’s Association, Inc.

* * * * * * * * * * * * * * * * * * * * * * * * * * *

Revision #: Rev 1 added to the footer to denote recorded change

Once amended, the revised minutes were emailed to the Board and posted to the WEB site and Community Bulletin Board.

The minutes were unanimously approved by the Board as revised.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and a copy will be put on the Sleepy Hollow WEB site and posted on the Community Bulletin Board.

· Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2017-2018. Officers are chosen by the Board, not the Membership, and are determined by a majority vote of the Board. The results following the voting process are:

2017 Officers
President	Robert Holland
Vice President	Joyce Lewis
Treasurer	Kathleen Raffa
Secretary	Karon Dennis

Postponement:

Because of time constraints and the requirement to vacate the meeting room, we were unable to continue with the Board of Director’s meeting.

· The next scheduled Board of Director’s meeting is May 8, 2017.

· Meeting adjourned at 8:15 p.m.

Minutes submitted by Secretary, Karon Dennis

"APPROVED" watercolor mark denotes Meeting Minutes approved on 15-May-2017

2016

Board of Director’s Meeting Minutes

Village of Sleepy Hollow

March 7, 2016

Meeting Location: Cross Point Church of the Nazarene

___________________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Marimargaret Reichert, at 8:22 p.m.

Directors in Attendance:

Marimargaret Reichert (President), William Weber (Vice President), Kathleen Raffa (Treasurer), Karon Dennis (Secretary) and newly appointed Gail Fykes.

· Quorum present? Yes

Marimargaret acknowledged the Directors and Homeowners in attendance

President’s Report:

· Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2016 and 2017. We have five (5) board members and each member is elected as a Board Member; then the Board votes to see who is filling those positions – President, Vice President, Secretary, and Treasurer. The current officers have agreed to maintain their existing positions for 2016 and 2017.

· November 9, 2015 Board of Director’s Meeting Minutes: There were no corrections or changes to the meeting minutes. The minutes were unanimously approved by the Board as written.

o ACTION ITEM: Karon to redistribute the minutes to all the Board Members.

o ACTION ITEM: William to add the minutes to the WEB site at http://sleepyhollowmd.com

Postponement:

Because of time constraints and the requirement to vacate the meeting room, we were unable to continue with the Board of Director’s meeting. Since the assembly did not identify any critical items that needed to be addressed immediately, it was agreed that further discussions of Unfinished and New Business would be deferred until the next Board of Director’s meeting scheduled for May 9, 2016. Robert Holland hand-delivered a package of data to the Board and requested that look at the contents and schedule to discuss the items outlined at the May meeting.

· Meeting adjourned at 8:28 p.m.

· Minutes submitted by Secretary, Karon Dennis

Minutes officially Approved 09-May-2016 at HOA Board of Director’s Meeting

Board of Directors Meeting Minutes

Village of Sleepy Hollow

May 9, 2016

Meeting Location: Cross Point Church of the Nazarene

___________________________________________________________________

The meeting was called to order by the President, Marimargaret Reichert, at 6:55 p.m.

Directors in Attendance:

Marimargaret Reichert (President), William Weber (Vice President), Gail Fykes and Karon Dennis (Secretary). Absent: Kathleen Raffa (Treasurer).

· Quorum present? Yes

Marimargaret welcomed the Homeowners in attendance:

· Robert Holland, Jarvis Cain, Jane Long, Louise Pillars, Dottie Butler, Jason Harman, Richard Reichert and John Warrington.

President’s Report:

· Board Meeting Schedule: Reminder that the Board Meetings have been reduced to four times a year. Next meeting will be in September (12^th) followed by November (14^th); then the Annual Meeting in 2017.

· President’s Report Deferred – covered under New Business.

Vice President’s Report:

· WEB Site: Problems we had previously with The Village of Sleepy Hollow WEB site have been corrected. The site has been on-line shortly following the Annual Meeting in March.

Architectural Review Board (ARB):

· Pending Proposal(s): Only one request has been received recently for a driveway expansion and the building of a fence on the property located at 1624 Tarry Town Road. The request was made by the potential buyers of the property, however, we understand that they have since withdrawn their purchase offer. No further action is required at this time.

Secretary Report:

· Annual Homeowner’s Association (HOA) Minutes: A motion was made by William to approve the March 7, 2016 Draft of the minutes as distributed. Motion was seconded and approved by the Board.

· March Board of Director’s (BOD) Minutes: A motion was made by Marimargaret to approve the March 7, 2016 Draft of the minutes as distributed. Motion was seconded and approved by the Board.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved on both sets of minutes. Once completed, approved copies will be sent to each Board member and a copy of the HOA BOD minutes will be put on the Community Bulletin Board.

o Action Item: William to post both sets of minutes on Sleepy Hollow WEB site.

Treasurer Report:

· Monthly Report: In Kathleen Raffa’s absence, Karon reported that the expenses for the month of April were $10,198.26. Balance Sheet shows combined assets in our checking and savings accounts are $287,315.65. Gail made a motion to approve the finances as presented. Motion was seconded and approved by the Board.

Unfinished Business:

· Concerns were expressed previously by Robert Holland regarding tree replacement. According to the plot, if a tree died we would need to replace it with a like tree. The Board is in possession of The Village of Sleepy Hollow plot plan and is scheduled to meet on May 11^th with Gloria Smith at the Wicomico County Planning and Zoning Committee, to discuss, at minimum (a) Is our Plan the same as the approved plan on record; (b) Note that the Musclewood (?) trees in the devil strip along Sleepy Hollow Drive are not showing on our plan; (c) Is there a process to request an amendment in the replacement tree? Report of findings to follow.

o Robert clarified his concern was that trees would be cut down because there was a sprinkling issue and the trees were thought to be in the way of the sprinkler heads. He went to the City who disclosed that if a tree on the approved plan is cut down, it has to be replaced by another tree (like or unlike, not known).

o Marimargaret stated that the Plot Plan has an identifying number of each tree; if a tree dies, we are required to remove and replace it with like tree (Sleepy Hollow down Cross Creek).

· The packet of recommendations delivered by Robert Holland at the Annual Meeting was reviewed by the Board with the following results:

o Robert’s Rules of Order. The Board purchased a current copy of the book for reference purposes.

o Status and Update of the Lawn Contract Review / Pond Maintenance. The Board has requested a meeting with Mark and Gary at Legendary to get (a) their input as far as how they see issues and their suggested resolutions and (b) review their contract which expires December 31st and (c) address frequency of string weeding between the plants. Expect meeting to be scheduled within 30 days. It is noted that there was concern expressed regarding the training of their personnel and the company’s quality control process.

o Recommended Changes in the By-Laws. The Board reviewed the recommendations and suggested modifications are as follows.

RECORDED BY-LAWS	MODIFY TO:
*Article IV Section 1* second paragraph BOARD OF DIRECTORS: SELECTION; VACANCY; TERM OF OFFICE
The Association representation on the Board of Directors shall be based upon the approximate proportional representation among the housing types in the Villages at Sleepy Hollow set forth below. At least two (2) members shall be elected from residents in the single family homes as defined in Article II, Section 12 of these By-Laws. At least two (2) members shall be elected at-large from residents in the combined properties of the cluster homes as defined in Article II, Section 2 and single family 55+ dwelling area as defined in Article II, Section 15. Each representative shall serve as a member of the Association Board of Directors (the “Board”). In addition, there will be at least one (1) representative elected at-large from the community. The total number of directors shall be no more than nine (9). Directors shall be resident homeowners	The Association representation on the Board of Directors shall be based upon ownership and residency in the approximate proportional representation among the housing types in the Villages at Sleepy Hollow set forth below. At least two (2) members of the Board shall be elected from Resident Owner in the single family homes as deﬁned in Article II, Section 12 of these By-Laws (non-age restricted area). At least two (2) members of the Board shall be elected from Resident Owners in the combined properties of the cluster homes as deﬁned in Article II, Section 2 and single family 55+ dwelling area as deﬁned in Article II, Section 15 (e.g., age restricted area). In addition, there will be at least one (1) Resident Owner elected from either area designated as a member-at-large.

*Article V Section 2.* NOMINATION AND ELECTION OF DIRECTORS
Election. Election to the Board of Directors shall be by secret written ballot. At such election the Members or their proxies may cast in respect to each vacancy, as many votes as they are entitled to exercise under the provisions of the Declaration. The persons receiving the largest number of votes shall be elected. Cumulative voting is not permitted.	Election. Election to the Board of Directors shall be by secret written ballot. At such election the Members or their proxies may cast in respect to each vacancy, as many votes as they are entitled to exercise under the provisions of the Declaration. The persons receiving the largest number of votes shall be elected. Cumulative voting is not permitted. At the time when the vote is to be taken, and the candidates are running unopposed, there is no need for a formal vote. The matter is decided by acclamation or by “unanimous consent.” At the time when the vote is to be taken, and the candidates are running opposed, a written vote will be used. Proxy votes will be made by the submitting Resident Owner.

Floor discussions to By-Laws changes:

· Robert’s intent for the recommendations arose as a result of there being a problem getting people on the board. If you needed someone in the age restricted, there may be no one available, but there was someone in the non-age restricted section. Members only attending and talking to those in their respective section having issues; when in fact, the Board represents everybody. What is difference if you are from age or non-age restricted?

o Each area is distinctive in their needs and issues. We want to ensure that there is equal representation when a vote is taken. There are significant differences between the age and non-age.

· Jason mentioned when making proposed changes to the By-laws it requires 2/3rds of a quorum. Is that the same as an Annual meeting?

o Article XIV Section 1 reads: These By-Laws may be amended, at a regular or special meeting of the Members, by a vote of two-thirds (2/3) of a quorum of Members present in person or by proxy.

o William proposed that given the recommended changes don’t impact our ongoing operations, we can easily hold off for the Annual meeting.

· Robert brought to the table that the recommendation regarding the number of Board Members was not addressed. Concern had been expressed in the past having volunteers to do work and having no control of the volunteer. Having a regular volunteer who could be a non-voting board member could give the Board, as a whole, control over that person, i.e. quality control person; perhaps the Board would feel more comfortable if the person was technically on the board and not just someone from the neighborhood.

o If someone requests to be on the Board, we could take that under advisement. Marimargaret identified that we have William (Weber) and Richard (Reichert) as coordinators for their respective section and we have authorized them; not sure of where we are in conflict. If an occasion arises, the Board is open to looking at adding another director; we are not opposed to it.

· Jason noted that if adding another Director and that member is a voting director, it would create a problem because you have an odd number of directors. The Board has the authority to appoint chair people and the Board has the authority to determine what that chairperson can do, so another Board person is not necessary; do it with chairs.

o Marimargaret concurred that the position would have to be a non-voting position. Having a Chairperson gives them the power and support of the Board.

o Action Item: Amendments to the By-Law will be put on hold and addressed at the next Annual Meeting.

New Business:

· New Method of Making Geese Uncomfortable (unable to cover in March 7^th meeting):

Jason Harman requested the Association look into adding more cut-out fox/dogs silhouettes on the front pond to help temper the geese. He purchased a cut-out fixture that moves. Since installation, there have been no geese in his back yard. Robert’s silhouettes are working also. Some people are saying the fixtures are keeping the mallard ducks from coming to the pond. It does not appear that the silhouettes affect the mallard ducks. Biggest concern is that kids in the neighborhood walking to buses and residents have to walk on sidewalks/streets that are covered with feces. Would like to see something done to prevent geese from getting on the streets and sidewalks. Perhaps the Board would consider purchasing some silhouettes or have Robert build figures for cost/materials and put them at the entrance sidewalks.

§ They have to be moved frequently – who does that?

§ If they are put at Pemberton Road, they will be stolen.

Board’s position: We didn’t think it was a Board issue because not everyone lives on the pond.

§ It’s not whether you live on the pond or not. Residents from all over the community walk those front sidewalks. Agreed that if this is the criteria, the only pond that would be eligible for the figures would be Pond #1.

William spoke about another fixture he had seen that was a fabric covered eagle that spun in the wind. It was noted the more sophisticated the unit, the more costly, and the more likely it would be stolen.

Marimargaret requested Robert to submit a proposal to build fox/dog silhouettes with a recommendation on how many would be needed, where they would be placed and who would be taking care of them.

· Community Newsletter: Jane Long, Committee Chairperson, spoke to the mission of the Newsletter Committee – group of homeowners that want to do something that will be our community together and get people involved. A community newsletter is the first step. It’s name was selected at the first meeting – The Clocktower Times. Ideas for some committees (newsletter sections) that have been suggested are:

Newsletter Components
Welcome \| Welcome Committee	v Welcome new residents with a basket of goodies and/or things to know.
Safety	v If resident requests, a person or persons can ride around the development to check out their property while you are gone on vacation; check the house several times a week and perhaps once do a walk around.
Social Events	v Wine and cheese party
Architectural Review Board News	v Committee already in place
“Did you know?
Government Issues	v Reminder to vote in upcoming election(s)
Community Interests	v Salisbury and local activities
Frequently Asked Questions
Community Business Directory

(a) If the Newsletter is sent electronically, we ask the Board to provide us access to the HOA email addresses.

(b) If the Newsletter mailed, we ask the Board to fund the project to cover the printing cost, since the Newsletter is for the community.

Next meeting is May 11^th – invited anyone to sign up to participate.

Questions:

o Jason stated that the suggestion on house watching should be totally eliminated; opening up the Board for a liability position if you are offering to watch people’s homes.

§ It’s been done at the Village of Tony Tank for the last couple of years and doing well. Spoken with safety person there; hasn’t been any problems.

o Marimargaret disclosed that Sleepy Hollow had a one-page newsletter before with an annual printing cost of $400. Newsletter was not mailed, but delivered via door hanger. Liked the ideas presented, however, thought the Committee would be soliciting advertising and that money would pay for the printing. There is no money allocated in this year’s budget for this project, nor is there another fund to draw from. However, we could look at it for next year’s budget.

o Jason expressed problems with just doing electronically – low percentage of addresses available – 30%. Currently we have approximately 50%; Newsletter will also be posted on the Community Bulletin Board.

o Electronic distribution allows for multiple pages and no printing costs. Hope that word of mouth will also help with distribution and collection of additional email addresses. Frequency – Not yet known.

o If no costs involved, the Newspaper Committee has the Board’s blessing.

§ Jason – Board must approve – should approve. Even though there are three (3) Board members on the Committee, there should still be something where the Board has to approve before it is published?

o Marimargaret made a motion to approve the formation of a Newsletter Committee, to be chaired by Jane Long. The Newsletter is to be sent electronically, with each distribution subject to Board approval. The motion was seconded and approved by the Board.

· Painting of Clocktower Door: Jane brought forward that our Clocktower door needed painting and that perhaps Robert would be willing to perform the work. Robert agreed to submit a bid to the Board; will also check the Clocktower to see if there is a can of paint inside to identify the color required. If none found, a color closest to its current shade will be used.

· Management of Current Website with Charity Advantage: We have a three (3) year contract with Charity Advantage (currently in year one). Robert had previously indicated that he would consider managing our website with Charity Advantage. He agreed to take on that responsibility as long as someone instruct him on what is going on and give him the information in order to move forward. Karon made a motion to nominate Robert to be the Webmaster to our current website being hosted by Charity Advantage, with William as our associate to give him access to that site. The motion was seconded and approved by the Board.

· Reserve Fund – Allocation for Sidewalks: Reviewed the Reserve Fund for the allocation of the sidewalks. There was a meeting with a handoff of all the sidewalks by the City. Notes state that each homeowner, regardless of over 55+ or non-age restricted, is responsible for their sidewalks, and repair. (a) The HOA is responsible for the common area sidewalks. (b) Homeowners are responsible for their sidewalks. (c) The City will pay for half of the repairs of our sidewalks when the expense is first approved by the City. Further, William put on record for clarification that the City turned over the common area sidewalks to the HOA. The homeowner still bears responsibility for their sidewalks and the front footage of their property.

o Action Item: Board needs to first amend the wording in our Reserve Fund to state the parameters as noted above, and secondly, revisit the cost put aside for repairs to the common area sidewalks.

Open Discussion: Homeowner’s concerns/comments

Unless noted otherwise, there was no open discussion with homeowner’s concerns/comments.

· Meeting adjourned at 8:08 p.m.

· Minutes submitted by Secretary, Karon Dennis.

Minutes officially Approved – 12-September-2016 at HOA Board of Director’s Meeting

Board of Directors Meeting Minutes

Village of Sleepy Hollow

September 12, 2016

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________

The meeting was called to order by the President, Marimargaret Reichert, at 6:55 p.m.

Directors in Attendance:

Marimargaret Reichert (President), William Weber (Vice President), Gail Fykes and Karon Dennis (Secretary). Absent: Kathleen Raffa (Treasurer).

· Quorum present? Yes

Marimargaret welcomed the Homeowners in attendance:

· Sue Revelle, Richard Reichert, Tilly Schrader, Edna Griffith, Richard Griffith, Jourdan Alice Kilgour, Jarvis Cain, Louise Pillars, Jane Long, Joyce Lewis, Lorraine Elliott, Carole M. Gable, Thomas Gable, John Warrington, Joyce Burton, Bill Burton, Dottie Butler, Joan White, Stuart Reid, Randi Andersen, Dick Walker, Kathy Walker, Jackie Cassidy, Karen Culver, Refus Combs. [25 present plus one soon-to-be new homeowner who did not sign in]

President’s Report:

· Summary of Meeting with Wicomico County Planning and Zoning: This commission approved the plot plan for our community. At a previous Board meeting, Robert Holland stated that if a tree died that was on the official plan, they must be replaced. Some of the trees have died and were replaced with crepe myrtle because they were a hardier tree that survived well in our environment. The meeting conclusions with the Commission were:

(a) Yes, we do have to replace any tree that is listed on the approved plot plan if it dies;

(b) We do not, however, have to replace them with the same tree.

The musclewood trees that line Sleepy Hollow Drive on both sides that were planted during the initial development of Sleepy Hollow are now quite huge. Depending on what happens moving forward with utility companies, or trucks that drive through to pick up trash, we may need to remove some of them, or trim them back. If removed, we do not have to replace them. Clarification request from the floor – “Do I understand that they are not on the original plot plan and they do not have to be replaced?” Answer: That is correct.

· Overview of Meeting with Legendary Landscaping: The Board begins their due diligence in May of the year we renew our landscaping contract. One vendor contacted the HOA and a proposal was requested. To date, no bid information has been received from that vendor. The Board requested a meeting with Legendary; we went over all the line items in their contract to validate what we are going to do.

o A decision was made to begin a migration plan to replace the annuals in the flower bed at the entrance to Sleepy Hollow. We will transition with more perennials; the bill will be lower and the flowers will return each year. At first, we may have to enhance the flower bed with some annuals, but not to the extent that we do now.

o Legendary made other suggestions of ways to beautify; we are still mulling over some of them.

o Our goal as a Board is to minimize the homeowner’s assessment but make sure that Sleepy Hollow stays well-groomed and is seen as a beautiful community in which to live.

Vice President’s Report:

· Departure of Vice President: Acknowledgement that Mr. Weber has sold his home and will be leaving Sleepy Hollow.

· Repairs to the Clocktower: Earlier in the summer Robert Holland painted the door on the Clocktower. When he did that work he discovered there was some water damage on the bottom (3-4 inches) of the door frame. It is the frame itself and also the wood core of the steel door, left to right about 4 inches. The door doesn’t have to be replaced right away, but at some point it will need to be a budgeted item. Temporarily, wood putty or cyclone could be used to prevent further leaking. Flanging to the roof needs repair as well.

o Action Item: The Board is currently awaiting a bid from a carpenter to perform these repairs.

Architectural Review Board (ARB):

· Pending Proposal(s): None. Requests for changes have been very light this time of year; only one received for a shed on property on Cross Creek which was approved.

Secretary Report:

· May Board of Director’s (BOD) Minutes: A motion was made by William to approve the May 9, 2016 Draft of the minutes, as distributed. Motion was seconded by Gail.

Treasurer Report:

· Monthly Report: In Kathleen Raffa’s absence, Karon reported that the expenses for the month of August were $12,225.18 which cover accounting, lawn maintenance and irrigation, electricity and office expenses. The Balance Sheet shows combined assets in our checking and savings accounts at $225,563.78. There were no questions on the finances as presented.

Unfinished Business:

· Proposal for Staking Willow Trees: Robert Holland submitted an invoice regarding the three (3) weeping willow trees on the west end of Pemberton Pond. He temporarily staked the three (3) trees. His invoice is for permanent staking and mulch. He had also included ground cover plants and sod, but in researching and talking to other people, it was felt that staking and mulching would be adequate for survival. Cost is $130. A motion was made by Gail to approve the work and expense to stake and mulch the [baby willow] trees. Motion was seconded by William.

o Action Item: Marimargaret to advise Robert Holland to move forward with approved items in proposal.

New Business:

· Appointment of Interim Vice President: Marimargaret appointed Gail Fykes to replace William Weber as interim Vice President until the annual meeting.

· Committee Report – Jane Long:

o Bookmobile – The first scheduled event was cancelled however, the next Bookmobile event is set for September 30^th at the corner of Van Tassel and Clocktower.

o Veteran’ Day Flag – Solicited name and addresses of veterans so that the Committee can place a flag at their mail box on Veteran’s Day and Memorial Day in recognition of their service.

o Newsletter – The first edition of the newsletter, The Clocktower Times, has been published. The next committee meeting is September 13^th at 5917 Tappan Lane for those interested in getting involved as a member or to write an article.

o Welcome Committee – Would like to provide a gift to new people who move into Sleepy Hollow. A request was put forward to the Board to provide funding for a welcome gift, estimated at approximately $10 - $15 each.

· Gail recognized Jane for all the work she has done to promote these new efforts for the community.

· Overview of Active Board Campaigns – Marimargaret reported on the following Board activities:

o To provide information about the community and living in an HOA, Kathleen and Karon have drafted a Welcome Letter for new residents. Eight (8) letters have been sent to date with seven (7) other properties pending in various stages of sale (for sale □ under contract □ pending settlement □ settled). Potentially there may be 15 new residents by year-end.

o Email allows for a means to (a) quickly share community activities and projects and (b) electronically deliver the newsletter to all 174 homeowners. To that end, Kathleen and Karon have implemented another initiative to secure contact information from existing residents whose data is missing or inaccurate. The goal is to continually maintain a Residential Directory with 100% current records.

o The Board will be developing a Frequently Asked Question (FAQ) booklet that will contain information specific to The Villages at Sleepy Hollow. We solicit and welcome any ideas from new and tenured residents for inclusion in the document. At time of publication, all current residents will receive a copy and it will also be made a permanent part of the Association’s resident package.

· Although not present, a “thank you” was extended to Robert Holland for taking over the Sleepy Hollow website and being the Lead on the neighborhood website. To differentiate, the Sleepy Hollow HOA website is the one that the Board of Directors responds to. The neighborhood website is a social site where residents can comment on anything, but the Board does not react to the posted comments. The HOA phone or the HOA Website is the avenue to bring issues forward.

Sleepy Hollow HOA Website www.sleepyhollowmd.com

Sleepy Hollow Phone 410-430-9544

Private Social Network for Neighborhood à Nextdoor http://nextdoor.com

Open Discussion: Homeowner’s Concerns/Comments

· Homeowner’s present brought forward a number of subjects and maters regarding their property and the community in general. A form titled “Lawn/Irrigation Problems/Concerns – Age Restricted Area of the Community” was passed out and completed by those homeowners that had any issues or complaints. Since William is the Landscaping/Irrigation Coordinator for the Age-Restricted area and is leaving the Board, Marimargaret committed to meet individually with each homeowner who documented their concerns.

· William reminded the attendees of the page on the HOA website that lists what Legendary does and the approximate dates (week/month) where those activities take place, i.e., pruning, mulching, spraying are all identified there. He also outlined the process to complete a form on the HOA website to report problems / things that you want Legendary to address. There are two (2) forms –Age-Restricted Area and Non-Age Restricted Area.

1) Select the applicable form

2) Complete by entering your name, address, phone number, and information regarding the issue.

3) Finalize by clicking on the <Send> button. An email is automatically sent to the Homeowner’s Association so the problems can be addressed.

4) The issue is logged, an email is sent to Legendary on Sunday evening and a copy is put in the Clocktower for their retrieval on Monday morning.

5) Legendary, in turn, sends comments via text once the issue has been addressed.

· Homeowner’s should call Legendary’s office direct if they want to get a proposal for work they want done as an individual homeowner.

· With the departure of William, Gail accepted the position of Landscaping/Irrigation Coordinator for the Age-Restricted area.

o Action Item: The Board will provide a listing of what Legendary does and when they do it.

o Action Item: The Board will check the HOA phone to ensure it is working properly.

· Meeting adjourned at 8:08 p.m.

· Minutes submitted by Secretary, Karon Dennis.

Minutes officially Approved – 10-October-2016 at HOA Board of Director’s Meeting

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 10, 2016

Meeting Location: Cross Pointe Church of the Nazarene

______________________________________________________________

The meeting was called to order by the President, Marimargaret Reichert, at 6:58 p.m.

Directors in Attendance:

Marimargaret Reichert (President), Gail Fykes (Vice President), Kathleen Raffa (Treasurer), Karon Dennis (Secretary) and Stuart Reid.

· Quorum present? Yes

Marimargaret welcomed the Homeowners in attendance:

· Jane Long, Karen Culver, Louise Pillars, Carol Ann Wright, Stuart Reid, Ann Christensen, Wendy Bailey, Jarvis Cain, Joan White, Howard Bowens, Robert Holland, Suzanne Alexander, Len Johnson. [13 present]

President’s Report:

· Summary of Resident Requests through the HOA: For the month of September, two (2) requests were made by phone; six (6) were received at the September Board of Director’s meeting and another one by phone. BOD is keeping a record of all reported issues in a database to better see what is going on and to be more proactive. Each individual request is sent by email to Legendary on Sunday evening so they can addressed on Monday (or the day lawns are mowed). Total for September: Nine (9).

· Introduction of New Board Member, Stuart Reid: With the departure of William Weber, Marimargaret welcomed Stuart Reid as the new member of the Board. Stuart’s term will expire in 2019.

Vice President’s Report:

Architectural Review Board (ARB):

· Pending Proposal(s): One. Gail reported on one request to build a 12’ x 14’ sunroom adjacent to the existing deck at the back of home located at 6085 Bell Creek. Proposal was approved contingent upon confirmation that a building permit has been issued by the City.

Secretary Report:

· September Board of Director’s (BOD) Minutes: Noted it’s the first time that Board of Director minutes were sent electronically to the Homeowner’s Association Membership. A motion was made to approve the September 12, 2016 Draft of the minutes, as distributed. Motion was seconded by Kathleen and unanimously approved.

Treasurer Report:

· Monthly Report: Kathleen reported that the expenses for the month of September were $10,393.80 covering lawn maintenance, Post Office Box rental and the replacement lawn irrigation heads. Delmarva Power bills are outstanding but should run close to $500 bringing the expenses to approximately $10,800. The Balance Sheet showed combined assets in our checking and savings accounts at $210,198.15 (●BOD Checking $1,006.50; ●Money Market Bank of Delmarva [operating account] $29,894.99; ●Reserve Fund CD at First Shore Federal $123,336.76 and Checking $55,959. 90 [money drawn from to reimburse Legendary to pay irrigation work]). There were no questions on the finances as presented.

· 2017 Budget: Kathleen reviewed next year’s budget, line-by-line, highlighting the changes to general expenses in an effort to lower annual assessments to the homeowners. The new 3-year lawn maintenance contract bore a slightly higher cost. Assessment comparison …

Dues Assessment	2016	2017
Age Restricted (90 homes)	$1,316	$1,337
Non-Age Restricted (84 homes)	$ 406	$ 393

A motion was made to accept the budget. Motion was seconded by Stuart and unanimously approved by the Board.

o Action Item: Board of Directors to schedule a review of the Reserve Fund analysis to ensure we are adequately budgeting sufficient funds to cover asset replacement, expected repair and life of each asset to comply with Section 8. Reserve Budget and Capital Contribution of the Declaration of Covenants, Conditions and Restrictions.

Unfinished Business:

· Lawn Maintenance and Irrigation Issues: Stuart agreed to be the liaison between the Board and Legendary Landscaping. Will address services rendered and potential resolutions. There were a total of nine (9) issues submitted as a result of discussions held at the September HOA BOD meeting.

· Legendary Landscaping, Inc. Contract: The new three year lawn maintenance contract was presented to the Board. A motion was made to accept the contract with the contingency that Stuart Reid will have an appointment with Gary and Mark Lynch at Legendary to review the contract and the responsibility that Legendary has to our Age-Restricted area, because the common areas are not an issue. Motion seconded by Gail and unanimously approved by the Board.

New Business:

· 2017 Board of Director’s Meetings: The next meeting is in March 13^th (Annual Meeting). Total number of meetings for 2017 have been reduced from four (4) to three (3) because of previous lack of membership attendance and to reduce meeting room costs. Meetings dates are in the Annual Meeting packet (distributed in January), the Sleepy Hollow Web Site, in The Clocktower Times newsletter and on the Community Bulletin Board. Attendees applauded the recent use of signage to remind homeowners of an upcoming HOA meeting. The Board stated that they do hold working sessions periodically outside of regular meetings intended for information gathering and general discussion, but not decision making. There is no board action taken during working sessions; no votes by the Board.

· Board Representation: There is one open Board position to fill. Volunteers to the Board are welcome. We currently have four (4) members with the departure of William Weber, but can have up to nine (9).

· Snow Removal: Question from the floor on clarification of snow removal – Does the City do it or do we hire someone? Legendary is responsible for the sidewalks in the common areas. The City does the streets, no sidewalks. City’s priority is inner City first, then the outlying areas. Sleepy Hollow is one of the last developments to get plowed.

· Committee Report – Jane Long:

o Veteran’s Day Flag – Revealed the flag that will be displayed on Veteran’s Day and Memorial Day in recognition of a homeowner’s service. Eight veterans will be recognized on November 11^th.

o Sleepy Hollow Mug – Showed the sample of a Sleepy Hollow mug that was made by Etch Art. Cost is $8 plus tax ($8.48). Jane can place an order, or homeowners can order direct through Etch Art.

· Lawn/Irrigation Issue: A homeowner presented concerns regarding the recent flooding and runoff from Tarry Town Road and water that backs up into catch basins making breeding ground for mosquitos. After discussions regarding this occurrence and the storm water retention pond near Bell Creek, Marimargaret instructed the homeowner to initiate a request via the Web site so the Board could investigate the issue further and resolve as quickly as possible.

· Resignation of Board Member: After five (5) years on the Board, Marimargaret tenured her resignation as Board President effective immediately (October 11, 2016). Marimargaret was thanked for her achievements and hard work on behalf of the homeowner’s association.

o The Board acted on the tendered resignation by accepting same unanimously and appointed the Vice President, Gail Fykes, as the President.

o Gail accepted the appointment until the annual meeting scheduled for March 2017, leaving a position on the Board open (At-Large seat expires 2019).

o After much discussion, Carol Ann Wright volunteered and the Board accepted her to fill the open director’s seat and unexpired term of the At-Large position. Brings the Board of Director positions total to five (5).

§ Two (2) Age-Restricted: Stuart and Karon

§ Two (2) Non Age-Restricted: Gail and Kathleen

§ One (1) At-Large: Carol Ann

Open Discussion: Homeowner’s Concerns/Comments: [See New Business section]

· Meeting adjourned at 8:37 p.m.

· Minutes submitted by Secretary, Karon Dennis.

· Minutes officially Approved – 13-March-2017 at HOA Board of Director’s Meeting

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